Exhibit and Sponsorship Manager

Position Title:

Exhibit and Sponsorship Manager FLSA Status:

Exempt Reports to:

Director of Education Location:

Oakland (Hybrid)

ABOUT CWEA

The California Water Environment Association (CWEA) empowers, educates, and connects water professionals to protect California's most critical resource: water. The association's community of over 10,000 professionals represents all facets of wastewater management and resource recovery, from operators to lab technicians to engineers. Founded in 1928, CWEA proudly unites wastewater professionals across California to address real-time issues, develop and deliver cutting-edge training, raise awareness of the profession, and shape the future of wastewater. In support of CWEA's vision of a sustainable California water environment, the organization pursues its mission of empowering, educating, and connecting water professionals to protect public health and the environment. CWEA is a nonprofit organization with an annual budget of approximately $6.5M and a dedicated staff of 19 employees.

POSITION SUMMARY

The Exhibitor & Sponsorship Manager is responsible for the strategic management, growth, and execution of CWEA's exhibitor and event sponsorship programs, which generate approximately $800,000 annually in non-dues revenue and support the success of four statewide events. This position serves as the primary relationship manager for CWEA's corporate partners, exhibitors, and event sponsors while overseeing the systems, processes, and operational execution that deliver an exceptional partner experience. The ideal candidate is a proactive, business-minded professional who combines strong relationship management, operational excellence, strategic thinking, and project management skills. This individual will take ownership of the day-to-day management of CWEA's exhibit and event sponsorship programs while identifying opportunities to improve processes, increase engagement, strengthen partner relationships, and support long-term program growth. Success in this role means exhibitors become advocates, sponsorships deliver measurable value to events, operational processes run efficiently, and the Director of Education can focus on broader strategic initiatives while maintaining confidence that the program is thriving.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES

Program Leadership & Growth

• Own and manage CWEA's exhibitor and event sponsorship programs across annual events.
• Develop annual strategies to maintain and grow exhibitor participation, sponsorship revenue, and partner engagement.
• Identify opportunities to enhance the exhibitor and sponsor value proposition.
• Research and recommend new revenue opportunities, engagement initiatives, and program enhancements.
• Develop annual growth plans that support CWEA's long-term organizational objectives. Exhibitor & Event Sponsor Relationship Management
• Serve as the primary point of contact for exhibitors and event sponsors.
• Build trusted relationships with key exhibitors and event sponsors while ensuring all partners feel valued, heard, and supported.
• Facilitate ongoing communication before, during, and after events.
• Gather, analyze, and respond to exhibitor and sponsor feedback to continuously improve the experience.
• Support the development and management of exhibitor advisory groups and other engagement initiatives. Sales & Business Development
• Develop and manage annual exhibitor and sponsorship prospectuses.
• Secure sponsorship and exhibitor commitments for all CWEA events.
• Maintain strong relationships with returning exhibitors while identifying opportunities to attract new partners.
• Monitor revenue performance and prepare regular reports and forecasts. Event Operations & Program Execution
• Oversee all exhibitor and event sponsorship logistics from initial commitment through post-event follow-up.
• Manage exhibitor registration, booth selection, sponsorship fulfillment, contracts, payments, floorplans, and event logistics.
• Coordinate with venues, contractors, decorators, and service providers.
• Ensure event sponsor benefits and exhibitor deliverables are fulfilled accurately and on time.
• Lead on-site exhibitor and sponsorship operations and resolve issues as they arise. Systems & Process Improvement
• Manage and optimize exhibitor and sponsorship workflows using event management and registration platforms.
• Identify opportunities to improve efficiency, reduce manual processes, and enhance data accuracy.
• Maintain accurate records, reporting, and operational documentation.
• Collaborate with internal teams to improve cross-functional workflows and customer experience. Marketing & Engagement
• Partner with the marketing team to promote sponsorship and exhibitor opportunities.
• Develop communications that clearly articulate exhibitor and sponsorship value.
• Support initiatives that increase interaction between exhibitors and attendees.
• Track participation, engagement, and satisfaction metrics and recommend improvements based on data.

The requirements listed below are representative of the knowledge, skills, and abilities required to perform the job successfully. The education and experience listed below are representative of typical methods of achieving the knowledge, skills, and abilities necessary for the job but are not required, unless specifically noted.

KNOWLEDGE, SKILLS, AND ABILITIES

Initiative and Professional Autonomy:

Exhibits strong initiative and ownership, operating with a high degree of autonomy and professionalism, capable of proactive problem-solving and decision-making

Creative Problem-Solving and Business Acumen:

Combines creative problem-solving skills with solid business acumen, developing solutions to challenges while leveraging analytical skills to drive CWEA's strategic goals; approaches challenges through a lens of problem-solving

Professional Communication and Relationship Building:

Possesses exceptional communication skills and a professional presence, adept at building relationships, collaborating with diverse stakeholders, and enforcing CWEA's standards with tact and respect, both internally and externally

Adaptability and Detailed Orientation:

Showcases exceptional flexibility, adaptability, and time management practices and staying highly organized and detail-oriented to ensure the success of CWEA's events and sponsorships in a fast-paced environment; able to respond positively to unexpected challenges and changes

Industry Knowledge and Trend Awareness:

Maintains deep knowledge of the exhibition and conference industry's terminology, rules, and regulations, staying current with trends to apply best practices in CWEA's event management

Analytical and Strategic Planning Skills:

Demonstrates strong analytical skills and strategic planning abilities, essential for navigating the complexities of event and sponsorship management in a dynamic membership organization

Effective Communication and Stakeholder Engagement:

Utilizes strong written and verbal communication skills, crucial for engaging with volunteers, members, industry professionals, and stakeholders in a manner that promotes collaboration and progress; ability to translate industry knowledge into compelling value propositions

Persuasion and Influence:

Ability to thoughtfully advocate for the organization and educational programs produced; ability to influence across various levels and to manage and partner with diverse range of stakeholders

EDUCATION, CERTIFICATIONS, AND LICENSES

• Bachelor's degree in business, communications, event management, marketing, or related field preferred
• Certified Exhibition Management (CEM) and/or Certified Meeting Professional (CMP) strongly preferred

EXPERIENCE

• Five or more years of experience working within associations, nonprofits, professional societies, or membership organizations, in exhibit management.
• Demonstrated ability to independently manage complex programs, or projects.
• Strong relationship-building and customer service skills.
• Experience managing multiple priorities, deadlines, and stakeholders simultaneously.
• Excellent written, verbal, and interpersonal communication skills.
• Strong problem-solving and organizational abilities.
• Experience using CRM, registration, or event management platforms.
• Ability to travel within California for event execution.

SOFTWARE AND TECHNOLOGY

• Strong working knowledge of MS Office Suite, especially Teams, Outlook, Word, Excel, and PowerPoint
• Monday.com
• Vendor/exhibitor CRM, preferably Cadmium

PHYSICAL DEMANDS, WORK ENVIRONMENT, AND TRAVEL

The physical demands of the position are:

• Stand and walk or sit alternatively depending on specific needs of day. Estimate 20% of time is spent on feet and 80% sitting at desk
• Have occasional need to perform the following physical activities: bending/stooping/squatting, climbing stairs, pushing, pulling, twisting, lifting and reaching above shoulders
• Have occasional need to perform standing and walking activities
• Constant need to perform the following physical activities: writing/typing, grasping/turning, finger dexterity
• Lifting/carrying up to 10 pounds frequently and up to 50 pounds occasionally
• Vision requirements: constant need to complete forms, read reports, view computer screen. Frequent need to see small details. Frequent need to see things clearly beyond arm's reach
• Hearing requirements: constant need to communicate over telephone and in person This position will require occasional travel, including overnight travel for up to 4-5 nights at a time.

CWEA expects this position to travel approximately 6-8 times per year for work purposes. CWEA is dedicated to providing reasonable accommodations to meet the physical demands of this role as required under the Americans with Disabilities Act (ADA).