Experience Manager - Hybrid - Chicago, IL - SC3192
Contract position for two Experience Managers to lead the strategic development, coordination, and execution of multiple exhibits and brand activations at a high-profile, global corporate convention. This is a dynamic, high-visibility role requiring strong trade show vernacular, logistical fluency, and excellent stakeholder management skills.
This position involves collaboration with cross-functional teams, vendor partners, internal stakeholders, and subject matter experts. The Experience Manager will own all facets of assigned exhibit activations, from conceptualization to on-site execution and post-event wrap-up. Candidates must be detail-oriented and highly collaborative team players.
See below for more details on the position.
Please note that you will need to be a member of the Soundings Thrive community in order to be considered for this role.
Experience Manager - Hybrid - Chicago, IL
Contract position for two Experience Managers to lead the strategic development, coordination, and execution of multiple exhibits and brand activations at a high-profile, global corporate convention. This is a dynamic, high-visibility role requiring strong trade show vernacular, logistical fluency, and excellent stakeholder management skills.
This position involves collaboration with cross-functional teams, vendor partners, internal stakeholders, and subject matter experts. The Experience Manager will own all facets of assigned exhibit activations, from conceptualization to on-site execution and post-event wrap-up. Candidates must be detail-oriented and highly collaborative team players.
Engagement Details
Contract Dates: September 2025 – July 2026
Estimated Hours: 1,215 hours total (see monthly breakdown below)
Location: Hybrid – Chicago, IL (Able to work from West Loop Office when needed)
Required Travel Dates:
3-4-day trip to Las Vegas | Team Pre-site – Fall 2025
3-4-day trip to Las Vegas| Team Pre-site – January 2026
3-4-day trip to Las Vegas | Team Pre-site – March/April 2026
15 days on-site for event | May 23rd – June 6th – Tentative; includes Memorial Day weekend
Responsibilities:
As the Experience Manager you will work on:
Pre-Convention:
Project manage and coordinate all aspects of Experience development
Manage regular process meetings with stakeholders including scheduling, creating agendas, recapping key next steps and holding teams accountable for action items
Own individual budget projections that roll into larger Convention budget. Must flag any overages immediately
Align all activity and deliverables against master timeline, including providing inputs to master on-site production schedule
Coordinate graphic, video, interactive and other creative elements with Agency partner as required, ensuring all elements adhere to brand standards
Work closely with client’s Infrastructure Leads (Menu, Technology, Equipment) as necessary to support exhibit development
Understand relevance of Experience elements as it relates to overall event, with ability to see potential conflicts and comfortably solve for
Detailed coordination with convention center on utility, networking, rigging and other required services for Experience activation. Includes managing vendor estimates, understanding detail diagrams and placing orders for technical element
On-Site:
Coordinate load-in schedule with service contractor, prioritizing elements in order of importance
Ensure all utilities (networking, rigging, power, etc.) have been dropped correctly and all floor markings are accurate to support build-out
Oversee entirety of Experience move in and build with all vendors including general contractor, A/V, utilities, IT, etc. Will include weekend work. Load-in and on-site days can range from 8-14 hours and may run over holidays
Troubleshoot obstacles or timeline delays as needed with relevant vendors to ensure experiences are set up on-time
Conduct daily walk-throughs and stand-up meetings with Core team and general contractor to provide status updates and manage expectations, flagging any significant changes to physical infrastructure and/or budget
Ensure Experiences are ready for all rehearsals, Senior Leadership reviews and show opening
Communicate teardown and move out parameters to stakeholders prior to end of show including timeline, shipping and donation procedures
Oversee tear-down ensuring any elements that need to be saved and/or donated are complete before leaving show-site
Post-Convention:
Reconcile all invoices and submit for payment
Prepare final budget reconciliation per Experience
Conduct debriefs with Experience Leads, vendor partners and relevant stakeholders
Ensure proper electronic record keeping of event files and assets for future reference
Provide thoughtful recommendations for future event roles and responsibilities
Overall project wrap-up
Candidate Qualifications:
Previous experience working in tradeshows and/or exhibit display development (specialty construction/fabrication) and all elements involved (graphics, AV, electrical, rigging, technology, etc.) required
Ability to manage complex and technical exhibit booth components (restaurant/kitchen equipment, technology equipment, etc.)
Strong project management and organizational skills
Enjoys working with high level of attention to detail in a fast-paced, highly visible environment
Ability to manage multiple project priorities and deadlines across multiple work streams
Stellar customer service and client management skills
Must be able to demonstrate confidence and professionalism when faced with challenging situations, including managing client stakeholders as a “contractor”
Proficiently able to face obstacles with a solutions-oriented mindset; comfortable asking clarifying and challenging questions
Ability to be agile in a client facing role, including with Senior Leadership Team and other executives
Proactively self-motivated to take initiative and problem solve independently and in a team situation
Effective written and verbal communication and presentation skills
Comfortable working with high level of ambiguity
Working knowledge of Microsoft office suite of services (Outlook, PowerPoint, Excel, Word, Teams, SharePoint, One Drive, etc.)
Preferred:
Experience with Fortune 500 brands or recognizable trade shows (e.g., Restaurant Association Show)
Background in digital/technology or marketing exhibits is a plus
Knowledge of the food service or restaurant industry is a bonus
Estimated Hour Breakdown:
Fill out our opportunity form to express your interest and share availability.