Exhibition Coordinator Job Description [Updated for 2025]

In the dynamic world of exhibitions and events, the role of an Exhibition Coordinator is more critical than ever.

As the art and business of exhibitions evolve, so does the demand for skilled professionals who can plan, manage, and enhance our experiential platforms.

So, what does it truly mean to be an Exhibition Coordinator?

Whether you are:

• A job seeker keen to understand the core of this role,
• A recruiter shaping the perfect candidate profile,
• Or simply intrigued by the behind-the-scenes of exhibition coordination,

You’ve landed at the right spot.

Today, we present a comprehensive and customizable Exhibition Coordinator job description template, designed for effortless posting on job boards or career websites.

Let’s dive in and explore.

Exhibition Coordinator Duties and Responsibilities

Exhibition Coordinators are responsible for planning, executing, and overseeing a range of exhibitions, from small art showcases to large-scale events.

They collaborate with various departments and external parties to ensure the success of the exhibition.

Their key duties and responsibilities include:

• Planning and organizing exhibitions from inception to completion
• Coordinating with artists, curators, and other involved parties
• Overseeing the installation of exhibits, ensuring compliance with safety standards
• Developing and managing event budgets
• Negotiating contracts with vendors and service providers for necessary services
• Coordinating logistics such as transportation and display of items
• Managing event schedules, timelines, and task allocation
• Ensuring all exhibition materials such as catalogues, labels, and signage are prepared and displayed appropriately
• Facilitating promotional efforts, including press releases, marketing, and social media
• Conducting post-event evaluations and report on outcomes
• Engaging and communicating with visitors, handling their queries or concerns
• Complying with legal and ethical considerations related to art handling and exhibition

 

Exhibition Coordinator Job Description Template

Job Brief

We are seeking a detail-oriented and organized Exhibition Coordinator to manage all aspects of our exhibitions, from planning to execution.

The Exhibition Coordinator will work closely with a cross-functional team to ensure the successful delivery of each exhibition.

This role involves elements of project management, administration, logistics and customer service.

Our ideal candidate will have excellent communication and negotiation skills, with a keen eye for detail.

Ultimately, the role of the Exhibition Coordinator is to ensure that our exhibitions are delivered to the highest standard and provide an outstanding experience for both exhibitors and visitors.

 

Responsibilities

• Coordinate all aspects of exhibitions, from planning to execution
• Work closely with exhibitors, ensuring they have all necessary information and support
• Manage the logistics of exhibitions, including transportation, setup and tear down
• Collaborate with marketing team to promote exhibitions
• Develop and manage exhibition budgets
• Coordinate with vendors and service providers
• Ensure compliance with health and safety regulations
• Respond to inquiries from exhibitors and visitors
• Prepare reports on exhibition outcomes and attendee feedback

 

Qualifications

• Proven work experience as an exhibition coordinator or similar role
• Excellent organizational and project management skills
• Strong communication and negotiation skills
• Ability to manage multiple tasks and deadlines
• Good understanding of health and safety regulations
• Proficiency in MS Office
• Bachelor’s degree in Business Administration, Marketing or relevant field

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Exhibition Coordinator
• Work Environment: Office setting with occasional travel required for on-site exhibition management.
• Reporting Structure: Reports to the Exhibition Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $45,000 minimum to $65,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does an Exhibition Coordinator Do?

Exhibition Coordinators primarily work for museums, art galleries, trade shows, or any organization that puts on exhibitions.

They can also work as self-employed individuals, coordinating exhibitions for various clients.

Their main responsibility is to plan, organize, and manage exhibitions.

This includes researching and selecting exhibits, coordinating logistics, and ensuring exhibits are displayed correctly and safely.

They must also coordinate the transportation and installation of artworks or other exhibit items.

Exhibition Coordinators work closely with artists, curators, and other stakeholders.

They arrange for artwork loans, manage contracts, and handle administrative tasks related to exhibitions.

They also oversee the exhibition set-up and tear-down, ensuring everything goes according to plan.

They often supervise a team of staff and volunteers during this process.

Exhibition Coordinators are also responsible for promoting the exhibition.

They may work with marketing teams to develop marketing materials and coordinate promotional events.

Lastly, they are responsible for providing excellent customer service.

They may interact with guests, answer their queries and ensure their overall experience at the exhibition is a positive one.

They also gather and analyze feedback from attendees, using this information to improve future exhibitions.

 

Exhibition Coordinator Qualifications and Skills

An Exhibition Coordinator should have the skills and qualifications that align with the job role, such as:

• Strong organizational skills to plan and execute multiple aspects of an exhibition from initial concept to installation, and to manage schedules and timelines effectively.
• Excellent communication skills to interact with artists, curators, venue staff, contractors, and visitors, and to negotiate contracts and terms with suppliers.
• Proficiency in project management to oversee the planning, design, and installation of exhibitions, manage budgets, and ensure adherence to deadlines.
• Strong problem-solving skills to anticipate and address any issues that may arise during the planning and execution of an exhibition.
• Technical knowledge to oversee the installation and dismantling of exhibitions, understanding the requirements for transporting, handling, and storing artworks.
• Attention to detail for planning the layout and display of artworks, ensuring that the exhibition meets the curator’s vision, and complying with health and safety regulations.
• Customer service skills to respond to inquiries from the public, deal with any issues during the exhibition, and gather feedback for future events.
• Computer literacy to use software for project management, budgeting, and design, and to maintain the exhibition’s online presence.

 

Exhibition Coordinator Experience Requirements

An Exhibition Coordinator typically starts their career with at least 1 to 2 years of relevant experience in the field of arts, history, or museum studies.

This can be achieved through internships or part-time roles in a museum, art gallery, or similar setting.

In addition to academic qualifications, hands-on experience in coordinating events, managing displays, or overseeing exhibitions are usually required.

Familiarity with exhibition planning software and project management tools is also beneficial.

Candidates with 3 to 5 years of experience are usually expected to have a well-rounded understanding of museum operations, including collection management, exhibit design, and public programming.

They may also have had some exposure to responsibilities such as liaising with artists, curators, or vendors, and coordinating logistics for exhibitions.

Those with over 5 years of experience typically have a proven track record in managing large-scale exhibitions and events, and may have leadership experience, making them suitable for senior or managerial positions.

They are expected to have strong project management, budgeting, and communication skills, and may also have experience in fundraising and marketing.

 

Exhibition Coordinator Education and Training Requirements

Exhibition Coordinators typically have a bachelor’s degree in fields such as arts management, business administration, public relations, or a related field.

They are expected to have knowledge of art history, research, and curatorial practices.

A background in museum studies or experience in museum, gallery, or other relevant settings is also usually required.

In addition to theoretical knowledge, practical experience in event management, logistics, and fundraising can be beneficial.

This can be obtained through internships or volunteer work in museums, galleries, or similar environments.

Some positions may require Exhibition Coordinators to have a master’s degree in museum studies or a related field, especially for roles in larger institutions or for more senior positions.

Although not mandatory, certification in project management, event planning, or a related area can be advantageous and demonstrate a commitment to the profession.

Moreover, skills in budgeting, marketing, and public speaking, as well as proficiency in relevant software applications (such as database management and digital design tools), can enhance an Exhibition Coordinator’s effectiveness in their role.

Continuing education, such as attending industry conferences, workshops, and courses, can also be beneficial for keeping up to date with trends in the field and improving one’s skill set.

 

Exhibition Coordinator Salary Expectations

An Exhibition Coordinator can expect to earn an average salary of $43,678 (USD) per year.

The actual earnings can significantly vary depending on factors such as work experience, size and prestige of the exhibition, geographical location, and the employing organization.

 

Exhibition Coordinator Job Description FAQs

What skills does an Exhibition Coordinator need?

Exhibition Coordinators need strong organizational and planning skills to manage all aspects of an exhibition.

They should also have excellent communication and interpersonal skills to liaise with exhibitors, sponsors, venue staff and visitors.

Problem-solving skills are essential to deal with potential issues such as logistical challenges, and a keen eye for detail is crucial to ensure all elements of the exhibition are in place and meet the required standards.

 

Do Exhibition Coordinators need a degree?

While not always necessary, a degree in Event Management, Business Administration, or a related field can be beneficial for an Exhibition Coordinator role.

Practical experience in event planning or coordination is often more important and highly valued by employers.

Some Exhibition Coordinators may also hold certifications from professional bodies related to event management.

 

What should you look for in an Exhibition Coordinator resume?

Look for experience in event or exhibition planning and management, including coordinating with vendors, managing budgets, and overseeing event logistics.

Additional skills to look for include problem-solving, communication, and customer service skills.

Familiarity with event software and tools is also a plus.

 

What qualities make a good Exhibition Coordinator?

A good Exhibition Coordinator is proactive, detail-oriented, and can handle stress well.

They should also be great at multi-tasking, as they often have to oversee multiple areas of an exhibition at the same time.

A natural problem-solver with excellent communication skills and the ability to work with a diverse range of people is also beneficial in this role.

 

What are the daily duties of an Exhibition Coordinator?

Exhibition Coordinators may spend their day communicating with exhibitors, sponsors, and venue staff, planning and overseeing setup and tear-down, managing budgets, coordinating staff schedules, and addressing any problems or issues that arise.

They may also spend time on marketing efforts for the exhibition, including social media promotion and liaising with press.

The exact duties can vary depending on the size and type of the exhibition.

 

Is it difficult to hire Exhibition Coordinators?

The difficulty in hiring an Exhibition Coordinator can vary depending on the specific requirements of the role and the job market.

If the position requires specialized knowledge or experience, it may be more challenging to find suitable candidates.

However, with a well-crafted job description highlighting the necessary skills and experience, it is possible to attract qualified applicants.

 

Conclusion

And there you have it.

Today, we’ve given you an exclusive sneak peek into what it truly means to be an exhibition coordinator.

Surprised?

It’s not only about arranging artworks or artifacts.

It’s about weaving a narrative, one exhibit at a time.

Armed with our comprehensive exhibition coordinator job description template and real-world examples, you’re now ready to take the plunge.

But why stop at just ready?

Take the plunge with our job description generator. It’s your next step to creating immaculate job listings or polishing your resume to shine brightly.

Always remember:

Every exhibit is a chapter of a larger story.

Let’s curate that story. Together.

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