Vacancy for Travelling Exhibits Program Sales Coordinator

The Travelling Exhibits Program Sales Coordinator provides sales, marketing, and administrative assistance to the Travelling Exhibits program for The Children’s Museum of Indianapolis, Inc. to ensure that the program consistently meets or exceeds revenue goals. The coordinator is responsible for the coordination and fulfillment of venue sales contracts, supporting the development of exhibit marketing materials, execution of internal and external approvals, management of program logistics, and assisting with market research, all while maintaining exceptional customer service to current and potential rental venues. The incumbent assists in the planning and implementation of special/travelling exhibit and Experience Development projects, as assigned.

Job description

Essential responsibilities

• Supports achievement of travelling exhibit sales goals, through engaging in sales calls to prospective venues, maintaining client database, ensuring timely website updates, attending and exhibiting at appropriate museum conferences, placing advertisements on the web and in publications, creating travelling exhibits announcements, and consistently coordinating the production/distribution of marketing materials.
• Oversees contract negotiations and fulfillment with designated rental venues. Ensures contract requirements are adhered to including working in concert with internal development colleagues to connect and coordinate sponsorship arrangements with venues including onsite activations and post venue reports. Works closely with Travelling Exhibits Logistics Coordinator in planning contract schedules.
• Serves as liaison between rental venues and external partners for rental, marketing, sponsorship, and programmatic approvals. Coordinates distribution of marketing/public relations materials including providing venues with marketing style guides, press kits, and design files. Ensures venue submissions adhere to Museum guidelines. Monitors approval timelines to ensure projects stay on schedule.
• Provides administrative assistance to the Travelling Exhibits program, including scheduling and coordinating booths for upcoming conferences, drafting exhibit reports for brand partners, paying invoices, keeping up-to-date tour calendars, writing exhibit and marketing manuals, and documenting tour history.
• Supports ongoing market research (domestic and international) for development, design, and marketing of new travelling exhibit projects. This may include identifying viable venues for specific exhibits, initial research on possible partnerships or sponsorships, and coordination of supplementary materials for exhibit venues.
• Assists Director of Travelling Exhibits the monitoring and reporting of contract payments and income projections.
• Participates in and assists with a wide variety of divisional projects in the areas of Experience Development. Activities may include coordinating the installation of exhibits or displays, gathering research, coordinating meetings and taking notes, assisting with proposal development, and maintaining status reports on projects, proposals and other programs.
• Acts as back up for the Travelling Exhibits Logistics Coordinator and Director and occasionally travels to rental venues to serve as the Museum representative for installations and/or inspections.