Tradeshow and Event Coordinator

Job Summary

The Trade Show Coordinator is primarily responsible for playing an essential role in developing and executing the marketing strategy through the use of trade shows and more. They will also be responsible for developing, executing, and measuring the success of marketing initiatives and programs.

Duties & Responsibilities

• Create and update pre-season, pre-show, and post-show budgets and variance reports with accurate pricing and quotes from show kits and preferred vendors.

• Populate and organize deadline dates and booth information in various Excel spreadsheets as needed.
• Coordinate event details with vendors and external event sponsor, including but not limited to: Manage all necessary travel accommodations, attendee communications, activities and entertainment, A/V and electrical requirements, give-away recommendation/ordering, collateral printing, shipping details, meeting space reservations for our team, etc.
• Maintain overall show program schedules and secure transportation of all properties to and from the show site.
• Cultivate positive relationships with all vendors to receive accurate quotes for outside services as needed. This includes but is not limited to transportation, rental furniture, forklift equipment, flooring, lighting, AV, etc.
• Schedule and help lead status meetings between the logistics department, on-site supervisors, and project management team

• Create and update pre-season, pre-show, and post-show budgets and variance reports with accurate pricing and quotes from show kits and preferred vendors.
• Compile and ship all show materials to the appropriate locations
• Implement planning timelines to coordinate pre-event proposals, approvals and logistics, set-up, on-site team schedule, and overall run of events
• Manage all vendor payments
• Coordinate all post-event reporting activities, and work with event attendees to ensure all contacts, leads, and opportunities are documented appropriately.
• Readiness to travel to a tradeshow for set up.
• Assist in the development of new promotional products.
• Identify opportunities and recommend new promotional products.
• Work with our overseas team in the sourcing of promotional merchandise.
• Ensure timely delivery of the merchandise through consistent communication and follow-up with the vendor, distribution center, and merchandise planning.
• Effectively lead and communicate with vendors, the internal merchant team, marketing, and upper management.
• Manage internal employee monthly newsletters, including opening and tracking projects, and coordinating content delivery.

      Knowledge & Skills

• Strong analytical and critical thinking skills
• Exceptional written, oral, and presentation communication abilities.
• Expertise with Excel and PowerPoint.
• Must be able to react to changes productively and handle miscellaneous task as assigned.
• Excellent interpersonal communication and organizational skills.
• Ability to prioritize and multitask in a team environment while working under deadlines.
• Exemplary time management capabilities coupled with an ambitious work ethic.
• The candidate must be able to flourish in a multi-faceted, rotating daily workload.
• Perform any additional service requests from the Management Team when needed.
• Outstanding problem-solving skills
• Excellent follow-up skill is a must
• English and Spanish a must.

      Physical Requirements & Work Conditions

This position requires sitting (75%), walking (25%), talking, and using his/her hands, eyes, and/or ears.