Exhibit Planning Specialist I

Date: Jan 30, 2024

Location: Naples, FL, US, 34108

Company: Arthrex

Requisition ID: 58617 
Title: Exhibit Planning Specialist I 
Division: Arthrex, Inc. (US01) 
Location:  Naples, FL.





Arthrex is a global medical device company and a leader in new product development and medical education in orthopedics. We value quality and invest in our employees by offering a competitive benefits package including a great work-life balance and opportunities for continuing education through training and conferences. Arthrex is located in Naples, Florida which has great weather year-round and no state income tax!


Main Objective: The Exhibit Planning Specialist is responsible for negotiating, planning, scheduling, and managing events, exhibits and workshops that are national and international in scope. Collaborates with multiple departments in the planning and execution of consistent exhibit functions. Responsible for coordinating, executing, and managing exhibits/tradeshows for varying business units within the company and serves as the main point of contact with vendors including outside exhibit partners and management companies.


Essential Duties and Responsibilities:

  1. Participates in developing exhibit goals, objectives, and corporate brand management. Leads exhibit strategy review meetings with internal product teams and key stakeholders with direct input from sales and marketing.
  2. Manage and maintain appropriate checklists and details to ensure that all assets are timely delivered to the organizer/vendors. Optimize costs and reduce rush charges as required.
  3. Responsible for managing all material and promotional organization for events (including printed, digital and social communication) in partnership with Marketing PMO and others as needed.
  4. Works in tandem with the Exhibit Operations team members and exhibit house vendor to develop floor plans, provide recommendations on booth product allocation and placement, and assist with developing product lists and shipping details.
  5. Manages all assets and details relating to virtual booths, and association-sponsored websites and works with the Marketing PMO team to create MRM requests and workflow approvals.
  6. Responsible for managing all expenses and budgeting related to exhibit and event functions forecasting, vendor and organization cost and sponsorship negotiations, measuring and providing recommendations to customers regarding per total attendee costs for planning.
  7. Manages booth staff and deliverables onsite including all details relating to booth and asset labor and set-up, vendor supervision and staff-suggested booth changes and requests.
  8. Oversee the maintenance of workshop logistics including; site-selection, food & beverage, audio-visual, faculty rooming lists, ground transportation, off-site activities, and special needs.
  9. Train and promote onsite lead-taking and champion lead generation best practices. Provide suggestions for needed updates and improvements.
  10. Review booth requirements across departments and suggest new booth design concepts with internal customer input.
  11. Evaluate technology needs and make suggestions for RFP for booth renewals and refurbishing.
  12. Work with the exhibit data team to provide post-event measurements, analytics, reports, and evaluations to Exhibit Manager.
  13. Mentors, teaches and is responsible for the development of Exhibit Planning Coordinators.  Has one-on-one touch bases to guide and ensure Coordinator/s abide by policies and procedures and provide excellent customer meeting support. 
  14. Maintains positive relationships with internal and external partners and works to provide solutions and implement win-win strategies to meet business objectives. Partners include: Global teams, Product Management, Marketing, Medical Education, Corporate Communication, Travel, External Vendors, and Association meeting organizers and faculty.
  15. Works with management to analyze and forecast yearly activities, volume, growth, gaps, and development or enhancement of efficiencies.



General knowledge of industry practices, customer service, and standards. Complete knowledge of Exhibit and Workshop processes and best practices.  Expected to contribute and work with management on the development of new Exhibit policies and procedures.  Mentors, guides and trains new hires.


Reasoning Ability:

Ability to define problems, collect data, establish facts, and draw valid conclusions.  Ability to communicate effectively, is solution oriented and helps to resolve conflicts from occurring.  Assists Management team in developing policies and procedures that ensure solutions are consistent with department objectives.



Required to lead or work as part of a team or work independently with minimal supervision. Exercises considerable latitude in determining objectives. Supports management with high level projects. Work is reviewed for detail accuracy, consistency, customer service, and meeting objectives. Refers to all policies and procedures for detailed instructions. 



•    General Knowledge of orthopedic/medical device industry, marketing and medical education
•    Knowledge necessary to participate in strategic planning of medical education and/or convention events
•    Strong customer service and organizational skills; detail oriented
•    Strong written and verbal communication skills
•    Ability to work in a fast-paced, ever changing environment.
•    Proficient Cvent, SalesForce, Meetings Management systems preferred
•    Coachable, Team player, self-motivated, ability to work independently and meet deadlines
•    Work extended hours, weekends, early mornings or late nights
•    Intermediate level of Microsoft Office, Excel, Word, PowerPoint and Outlook email experience.
•    Strong Project Management skills with ability to manage multiple priorities. 
•    Ability to train Coordinators on all Exhibits & Events Team processes



•    High school diploma or equivalent required.
•    Bachelor’s degree in Hospitality, Finance, Business Management or related field preferred; preferably in a medical device environment.
•    3 years experience working in a professional environment, prior exhibit/event experiences preferred


Incidental Duties:
The above statements describe the general nature and level of work being performed in this job. They are not intended to be an exhaustive list of all duties, and indeed additional responsibilities may be assigned, as required, by management. Hours must be flexible as often Saturday and/or evening coverage is required including approximately 40% travel as required.


Reasoning Ability:

Ability to define problems, collect data, establish facts, and draw valid conclusions.  Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.







Arthrex 2023 Benefits

  • Medical, Dental and Vision Insurance
  • Company-Provided Life Insurance
  • Voluntary Life Insurance
  • Flexible Spending Account (FSA)
  • Supplemental Insurance Plans (Accident, Cancer, Hospital, Critical Illness)
  • Matching 401(k) Retirement Plan
  • Annual Bonus
  • Wellness Incentive Program
  • Free Onsite Medical Clinics
  • Free Onsite Lunch
  • Tuition Reimbursement Program
  • Trip of a Lifetime
  • Paid Parental Leave
  • Paid Time Off
  • Volunteer PTO
  • Employee Assistance Provider (EAP)



All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

Nearest Major Market: Naples

Job Segment: Audio Visual, Medical Device, Pre-Sales, Outside Sales, RFP, Creative, Healthcare, Sales