How to hire an exhibits coordinator

How to hire an exhibits coordinator, step by step

Here's a step-by-step exhibits coordinator hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write an exhibits coordinator job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new exhibits coordinator
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   Before you post your exhibits coordinator job, you should take the time to determine what type of worker your business needs. While certain jobs definitely require a full-time employee, it's sometimes better to find an exhibits coordinator for hire on a part-time basis or as a contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   You should also consider the ideal background you'd like them an exhibits coordinator to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire an exhibits coordinator that fits the bill.

   The following list breaks down different types of exhibits coordinators and their corresponding salaries.

   Type of Exhibits Coordinator	Description	Hourly rate
   Exhibits Coordinator	Meeting, convention, and event planners coordinate all aspects of events and professional meetings. They arrange meeting locations, transportation, and other details.	$15-27
   Marketing And Event Planning Internship	A marketing and event planning intern is responsible for supporting the operations of a company's marketing department, performing administrative duties under the guidance of a direct supervisor or tenured marketing staff. Marketing and event planning interns shadow all the processes of marketing operations, assisting with events management procedures, and suggesting strategic solutions to boost the company's brand image to the public... Show more	$10-16
   Event Internship	Events interns work directly with development staff to help event coordinators in event planning and promotion. They have varied responsibilities that include communicating with vendors to move event logistics, attending meetings of the planning committee as needed, and organizing and purchasing materials and supplies... Show more	$11-17

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Trade Shows
   • Exhibit Space
   • Photoshop
   • Photography
   • Press Releases
   • Graphic Design
   • Art Exhibitions
   • Promotional Materials
   • Condition Reports
   • Exhibition Design
   • Event Planning
   • Expense Reports
   • Travel Arrangements
   • AV

   Check all skills

   Responsibilities:

   • Manage booth logistics for museum industry conference expos.
   • Suggest, request pricing, and order brand marketing items for giveaways at shows.
   • Help Medicaid eligible members to secure both physical and behavioral services in the community by reviewing and preparing prior authorization requests.
   • Ensure compliance with CME and PhRMA rules and regulations set by the ACCME.
   • Utilize Delphi to check room availability and make necessary changes.

   More exhibits coordinator duties

3. Make a budget

   Including a salary range in your exhibits coordinator job description is a great way to entice the best and brightest candidates. An exhibits coordinator salary can vary based on several factors:

   • Location. For example, exhibits coordinators' average salary in arkansas is 48% less than in connecticut.
   • Seniority. Entry-level exhibits coordinators earn 42% less than senior-level exhibits coordinators.
   • Certifications. An exhibits coordinator with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in an exhibits coordinator's salary.

   Average exhibits coordinator salary

   $43,745yearly

   $21.03 hourly rate

   ---

   Entry-level exhibits coordinator salary

   $33,000 yearly salary

   Updated December 19, 2025

   Average exhibits coordinator salary by state

   Rank	State	Avg. salary	Hourly rate
   1	New York	$51,123	$25
   2	Texas	$48,337	$23
   3	District of Columbia	$47,407	$23
   4	Pennsylvania	$46,281	$22
   5	California	$45,628	$22
   6	Arizona	$39,217	$19
   7	Idaho	$33,516	$16

   Average exhibits coordinator salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Columbia University in the City of New York	$54,948	$26.42	3
   2	City of Austin	$45,138	$21.70
   3	Lewis-Clark State College	$42,404	$20.39
   4	City of Mesa	$42,210	$20.29

4. Writing an exhibits coordinator job description

   A good exhibits coordinator job description should include a few things:

   • Summary of the role
   • List of responsibilities
   • Required skills and experience

   Including a salary range and the first name of the hiring manager is also appreciated by candidates. Here's an example of an exhibits coordinator job description:

   Exhibits coordinator job description example

   Work type: Full Time
   School/Department: Wallach Art Gallery Grade: Grade 12 Categories: General Administration Job Type: Officer of Administration Regular/Temporary: Regular Hours Per Week: 35 Salary Range: Commensurate with experience. Position Summary
   
   Working under the supervision of the Director and Chief Curator, the Exhibition Coordinator and Registrarwill work closely with the Exhibition Manager and other professional staff, guest curators, and external contractors to realize the Gallery's presentation goals.As a professional member of the Wallach Art Gallery team the incumbent will actively participate in a richly collaborative, creative and challenging operational culture.
   
   The Exhibition Coordinator and Registrar plays an integral role in the production of exhibition programming at the Wallach Art Gallery. The position is responsible for coordinating the highly collaborative development and implementation of exhibitions. In accordance with best practices established by the American Alliance of Museums the incumbent is also responsible for maintaining an accurate database of loaned objects, the administration of loans to exhibitions, shipping logistics, and condition reporting.
   
   The Wallach Art Gallery, is Columbia University's premier, non-collecting, visual arts space presenting exhibitions and a dynamic range of interdisciplinary programming that is always free and open to the welcome public.
   
   Responsibilities
   Create a strategic project plan and identify and allocate resources to accomplish the tactical elements within the established project timeframe.Create a production schedule that ensures information and resources are available for colleagues in a timely manner for their work, communicate that schedule and ensure that contributing staff members are able to meet target deadlines. Create clear communications to stakeholders, including lenders, explaining issues or challenges,proposes mitigation strategies that ensure safe and responsible treatment of objects entrusted to our care, and triage with relevant parties to effectively address problems. Monitor and report on exhibition production expenses. The incumbent will communicate in a timely fashion on how expenses are tracking to the projected budget, thus positioning gallery leadership to take measures to address potential deviations. Serve as liaison with external vendors/contractors engaged for the project. Ensure that external vendors are compliant with university requirements, that there are secure and safe presentation strategies, and that there is compliance with any legally binding agreements such as loan agreements, reproduction agreements, and contractual obligations. Produce and keep records of all documentation related to loan administration including, but not limited to, loan agreements, certificates of insurance, rights for reproduction, condition reports, exhibition checklists and installation documentation. Maintain a database of loans to exhibitions, which generates legally binding agreements such as loan forms, as well as checklists, data reports for insurance schedules, label texts, and reports that help manage lender- and/or object-specific requirements of our loans. Oversee all incoming and outgoing of art shipments; coordinate courier oversight as needed, and prepare schedules for insurance coverage. Oversee, together with Exhibitions Manager, the installation and deinstallation of loaned objects. Supervise intern or work-study employee(s) engaged in project-based initiatives. Perform additional duties as assigned Minimum Qualifications
   Bachelor's degree in Art History, Museum Studies or equivalent combination of education and experience. Three years of related experience in museum/gallery registration or collections management. Preferred Qualifications
   Experience with international art shipments. Bilingual a plus. Other Requirements
   Knowledge of American Alliance of museums (AAM) standard museum principles and practices, collection management software, word processing, spreadsheet and database applications, preferably Filemaker Pro. Strong interpersonal and professional communication skills required. Availability to travel as art-courier as required by lenders or with travelling exhibitions. Ability to multitask and work cooperatively with others. Ability to be detail oriented and work independently. Ability to lift and carry delicate and awkward items weighing up to 50lbs. Ability to intermittently stand, walk, sit, squat, stretch, and bend throughout the workday. Must have some flexibility to accommodate a schedule that may vary during exhibition turn overs. Equal Opportunity Employer / Disability / Veteran
   
   Columbia University is committed to the hiring of qualified local residents.
   
   Applications open: Apr 12 2022Eastern Daylight Time
   Applications close:

   Copy this example

   

5. Post your job

   There are a few common ways to find exhibits coordinators for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   Post your job online:

   • Post your exhibits coordinator job on Zippia to find and recruit exhibits coordinator candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   During your first interview to recruit exhibits coordinators, engage with candidates to learn about their interest in the role and experience in the field. During the following interview, you'll be able to go into more detail about the company, the position, and the responsibilities.

   Remember to include a few questions that allow candidates to expand on their strengths in their own words. Asking about their unique skills might reveal things you'd miss otherwise. At this point, good candidates can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new exhibits coordinator

   Once you've decided on a perfect exhibits coordinator candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   It's equally important to follow up with applicants who don't get the job with an email letting them know that the position has been filled.

   To prepare for the new exhibits coordinator first day, you should share an onboarding schedule with them that covers their first period on the job. You should also quickly complete any necessary paperwork, such as employee action forms and onboarding documents like I-9, benefits enrollment, and federal and state tax forms. Finally, Human Resources must ensure a new employee file is created for internal record keeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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