Booth Coordinator

An exciting opportunity has arisen within the Marketing Department at the European Society for Medical Oncology (ESMO).

The post is a full-time position, beginning immediately, based in the ESMO Office in Lugano, Switzerland.

Working within the Marketing Department and reporting to the Brand Marketing Manager: the successful candidate will coordinate the production of specific ESMO Booth activities. The ESMO Booth Coordinator is responsible for the planning, architectural development, and execution of the ESMO booth at own events and international cancer meetings. This is achieved within the framework of business strategy and objectives.

This role calls for a broad range of capabilities, as it manages the booth presence at different events from top to bottom, including driving strategy, messaging, logistics, creative, budgeting, travel, accommodations, and more.

The ESMO Booth Coordinator needs to ensure that every detail is executed completely, accurately, on time and according to budget.

Download the full job description

Marketing Booth

The main duties and responsibilities are:

  • Develop a detailed booth budget and yearly objectives for each fiscal year and coordinate the identification and listing of events to be attended, after analysis of previous years’ reports and brainstorming with Marketing team.
  • Manage administrative tasks like generating Purchase Orders for all expenses, including staff reimbursements, coordinating booth staff travel plans, ensuring timely reservation of travel tickets, and in line with ESMO budget.
  • Work with external suppliers and ESMO congress staff to select booth space, order furniture, AV equipment, badge scanners and other onsite services.
  • Plan and coordinate the selection and the shipment of exhibition material to the congress centre (with support of appointed courier company) for each event, based on promotional goals and targeted reach.
  • Brief stand builders to produce a booth design in line with ESMO needs (for constructed stands).
  • Select and follow up on the production of branding elements to be used for smaller meetings (e.g. pop ups, roll ups, posters).
  • Identify possible giveaways for booth visitors and ESMO members, and liaise with selected suppliers for production.
  • Determine booth staff and hostesses’ requirements; develop booth schedules and manuals, and plan team training sessions.
  • Manage the booth where on site coordination is needed (e.g. ESMO Congress)
  • Gather booth feedback and envisage actions for constant improvement, including the production of an Annual Report with complete analysis of ROI and ROO for the current year booths
  • Coordinate and execute booth promotional plans intended to generate awareness about our society, increase membership, retain current members and advertise our products and services
  • Manage, maintain, and recommend continuous improvements for all booth properties and assets, and remain current on new trends in exhibit design
  • Inquire and follow up on available promotional opportunities for exhibitors at meetings where the ESMO booth is present (e.g. bag inserts, event literature table, usb distribution from booth, intersession slideshows)

Education and Skills

Essential skills and requirements

  • Bachelor/Master’s degree, preferably with a focus on: marketing, architecture, or equivalent professional experience
  • Very good written and oral communication skills in English

Additional useful skills

  • Experience managing booth or exhibitions at fair shows 
  • Experience in managing marketing projects and events within international environments with a multitasking approach
  • Advanced knowledge of Microsoft Office package; ability to learn and use new systems/software as required
  • Professional knowledge of project management tools is a plus

Personal requirements

Relationship management skills, negotiation, mentorship.

To apply:

To apply, please provide by 15 September 2018 via e-mail (preferred) or regular mail and in English only to Andrea Abbatelli, Head of HR, ESMO, Via Ginevra 4, 600 Lugano Switzerland,, 

  • An application letter of maximum one page (including notice time from current position)
  • A CV of maximum one page plus at least two references
  • A recent photo, e‐mail address, and telephone number

NB: Applications that do not fulfil the above submission requirements, will not be considered. 

ESMO is a non-profit Society founded in 1975 to promote the art, science and practice of medical oncology.