Exhibition Planner Job Description [Updated for 2025]

In the dynamic world of events, the role of exhibition planners has never been more critical.

With the evolution of trade shows and exhibitions, the demand for skilled professionals who can create, manage, and enhance these events increases.

But let’s delve deeper: What’s really expected of an exhibition planner?

Whether you are:

• A job seeker trying to understand the intricacies of this role,
• A hiring manager outlining the perfect candidate,
• Or simply fascinated by the behind-the-scenes of event planning,

You’re in the right place.

Today, we present a customizable exhibition planner job description template, designed for effortless posting on job boards or career sites.

Let’s dive in.

Exhibition Planner Duties and Responsibilities

Exhibition Planners are responsible for the planning, organization, and execution of exhibitions.

They work with a variety of people, including artists, designers, and logistics teams, to create engaging and successful exhibitions.

The specific duties and responsibilities of Exhibition Planners include:

• Collaborate with artists and curators to plan and organize exhibitions
• Design exhibition layouts and display areas
• Coordinate the transportation, installation, and de-installation of exhibits
• Manage exhibition budgets and timelines
• Maintain an inventory of exhibition materials and supplies
• Work with marketing and public relations teams to promote the exhibition
• Ensure the safety and security of displayed items
• Plan and coordinate related events such as opening receptions, guided tours, and artist talks
• Handle administrative tasks such as contract negotiation, permit applications, and vendor management
• Monitor and evaluate the success of the exhibition and produce post-exhibition reports

 

Exhibition Planner Job Description Template

Job Brief

We are seeking a creative and meticulous Exhibition Planner to oversee and manage all aspects of exhibition planning and implementation.

The Exhibition Planner’s responsibilities include coordinating with clients and stakeholders, overseeing logistics, creating floor plans and determining the layout, budgeting, and ensuring all exhibitions are executed successfully and meet the desired objectives.

Our ideal candidate has a keen eye for detail, a strong passion for arts and culture, exceptional organizational skills, and a proven track record in event or exhibition planning.

 

Responsibilities

• Plan, design, and manage the logistics of exhibitions and events
• Coordinate with clients, artists, and stakeholders to understand their needs and expectations
• Create and implement floor plans and exhibition layouts
• Manage budgets and financial plans
• Coordinate with vendors, contractors, and service providers
• Ensure all exhibitions comply with health and safety regulations
• Prepare and present post-exhibition reports and reviews
• Continually research and implement industry trends and best practices

 

Qualifications

• Proven work experience as an Exhibition Planner, Event Planner, or similar role
• Knowledge of exhibition planning and design principles
• Strong creative, strategic, analytical, and organizational skills
• Excellent communication and negotiation skills
• Ability to manage multiple projects and work to tight deadlines
• Proficiency in project management software
• BA degree in Event Management, Arts Administration, or relevant field

 

Benefits

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

 

Additional Information

• Job Title: Exhibition Planner
• Work Environment: Office setting with frequent on-site visits to exhibition spaces. Some travel may be required.
• Reporting Structure: Reports to the Head of Exhibitions or Event Planning Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $52,000 minimum to $78,000 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 Planner Do?

Exhibition Planners, also known as Event or Meeting Planners, work in various industries, including museums, galleries, and trade show organizations.

They may also work as self-employed individuals or as part of event planning firms.

Their job involves designing, planning, coordinating, and executing exhibitions.

This may include art exhibitions, trade shows, museum exhibitions, corporate events, and more.

They work closely with clients to understand their vision and expectations for the exhibition.

They then plan the layout of the exhibition, select and coordinate with vendors, manage the budget, and oversee the installation of exhibits.

Exhibition Planners also work with a team of designers, builders, and other professionals to ensure that the exhibition meets the client’s objectives and is completed on time and within budget.

They may also be responsible for marketing and promoting the exhibition.

They are involved in every step of the process, from the initial planning stages to the dismantling of the exhibition after it closes.

Their ultimate goal is to create a memorable experience for the attendees and meet the objectives of the client.

 

Exhibition Planner Qualifications and Skills

An efficient Exhibition Planner should have the skills and qualifications that align with your job description, such as:

• Project management skills to plan, execute, and oversee all elements of an exhibition.
• Excellent attention to detail to ensure all aspects of the exhibition, from layouts to schedules, are meticulously executed.
• Interpersonal skills to effectively communicate with vendors, clients, staff, and other stakeholders involved in the exhibition.
• Ability to work under pressure and adapt quickly to changes to ensure the smooth running of the exhibition.
• Creativity and vision to design and plan appealing and effective exhibitions that meet the client’s goals and objectives.
• Problem-solving skills to quickly identify and address any issues that may arise before, during, or after the exhibition.
• Understanding of safety regulations and standards to ensure the safety of all participants and attendees.
• Negotiation skills to secure favorable terms with vendors and service providers.
• Good understanding of marketing and promotion to generate interest and attract attendees to the exhibition.

 

Exhibition Planner Experience Requirements

Exhibition Planners typically start their career paths with a degree in event management or a related field.

Theoretical knowledge combined with internships or part-time roles in event planning, coordination, or related fields are usually required for entry-level positions.

This experience can often be gained during studies or in a related position like Event Coordinator or Assistant Exhibition Planner.

Candidates who have worked for 1 to 3 years in the field are considered more experienced and may take on roles with increased responsibilities, such as coordinating larger exhibitions or handling multiple projects at once.

These professionals often have a track record of successful exhibitions, demonstrating their ability to manage logistics, work with a variety of vendors, and coordinate with different teams to bring an exhibition to life.

Those with more than 5 years of experience often have a comprehensive understanding of the industry and have a proven ability to manage complex exhibitions from conception to completion.

These individuals may have experience with international exhibitions and have a strong network of industry contacts.

They may be ready for senior roles, such as Exhibition Manager or Director, and be expected to take on strategic planning and leadership responsibilities.

 

Exhibition Planner Education and Training Requirements

Exhibition Planners typically have a bachelor’s degree in event planning, museum studies, art history, or a related field.

They need a strong background in project management, logistics, and understanding of art and cultural artifacts.

A coursework that includes studies in business, history of art, and public relations can be beneficial.

Some positions might require Exhibition Planners to hold a master’s degree in museum studies or a related discipline.

Exhibition Planners often start their careers with internships at museums, galleries, or event planning organizations to gain hands-on experience.

Certain professional certifications in project management and event planning, such as Certified Meeting Professional (CMP) or Certified Special Events Professional (CSEP), can enhance job prospects.

These certifications, as well as a master’s degree, signify the candidate’s commitment to the profession and ongoing learning.

 

Exhibition Planner Salary Expectations

An Exhibition Planner earns an average salary of $48,954 (USD) per year.

The actual earnings may fluctuate based on factors such as years of experience, the scale of the exhibition, the location, and the organization for which they work.

 

Exhibition Planner Job Description FAQs

What skills does an Exhibition Planner need?

Exhibition Planners should have strong organizational skills to manage multiple tasks at once, from booking exhibition space to coordinating with vendors.

They should have excellent interpersonal skills to liaise with clients, suppliers, and team members.

Problem-solving and negotiation skills are also crucial for dealing with unexpected challenges and securing the best deals.

Additionally, they should have a good understanding of budget management and the ability to work within set financial parameters.

 

Do Exhibition Planners need a degree?

Most employers prefer Exhibition Planners to have a bachelor’s degree in event management, marketing, business administration or a related field.

However, substantial experience in event planning or a similar role can sometimes be accepted in lieu of formal education.

Having a certified meeting professional (CMP) or certified exhibition management (CEM) credential can also be advantageous.

 

What should you look for in an Exhibition Planner’s resume?

An Exhibition Planner’s resume should highlight their past experience in planning and managing events, preferably in the exhibition industry.

Look for demonstrated skills in project management, budgeting, negotiation, and team coordination.

References from previous employers or clients can also be valuable in assessing a candidate’s reliability and effectiveness.

 

What qualities make a good Exhibition Planner?

A good Exhibition Planner is a creative thinker, able to envision and bring to life engaging exhibition concepts that meet clients’ objectives.

They are also excellent communicators, able to clearly articulate their ideas to clients, team members, and suppliers.

They should be calm under pressure and able to make quick decisions to solve unexpected problems.

Attention to detail is crucial for ensuring all aspects of an exhibition run smoothly, from the layout of the exhibition space to the scheduling of events.

 

Is it challenging to hire an Exhibition Planner?

The challenge of hiring an Exhibition Planner can depend on various factors such as the specific requirements of the role and the local job market.

In a highly competitive market, finding a candidate with the right mix of creativity, organizational skills, and experience can be challenging.

It may be helpful to work with a recruitment agency specializing in event management roles to find suitable candidates.

 

Conclusion

And there it is.

Today, we’ve unveiled the secrets behind the role of an exhibition planner.

Surprised?

It’s not just about organizing events.

It’s about creating memorable experiences, one exhibition at a time.

With our comprehensive exhibition planner job description template and real-world examples, you’re all set to make your mark.

But why stop there?

Dig deeper with our job description generator. It’s your essential tool for crafting detailed listings or polishing your resume to perfection.

Remember:

Every exhibition is a part of a larger narrative.

Let’s create that story. Together.

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