Tradeshow Events Coordinator
JOB DESCRIPTION:
A. Purpose and Scope
The Tradeshow Events Coordinator works closely with the Marketing Manager and Sales Department to coordinate, manage, and execute company participation in domestic and international trade shows, customer events, distributor meetings, training seminars, and marketing-related events. This position is responsible for ensuring all event logistics, marketing materials, shipping coordination, vendor communication, and onsite event support are completed accurately and on schedule.
B. Responsibilities
The Tradeshow Events Coordinator is responsible for coordinating all aspects of trade show and event participation for the company. This includes planning, scheduling, organizing, and executing logistics associated with industry trade shows, conferences, distributor meetings, training events, and customer-facing marketing activities.
Responsibilities include but are not limited to:
- Managing trade show schedules, exhibitor registrations, contracts, and booth reservations
- Coordinating shipping and receiving logistics for booth materials, demo equipment, marketing literature, giveaways, and display assets
- Coordinating hotel accommodations, travel arrangements, transportation, and event schedules for sales and marketing personnel
- Working with marketing vendors, exhibit houses, freight carriers, decorators, and venue coordinators
- Assisting in the design, ordering, inventory management, and organization of trade show displays, banners, promotional products, and printed collateral
- Coordinating setup and teardown schedules for trade shows and events
- Maintaining trade show calendars, budgets, expense tracking, and event documentation
- Managing lead retrieval systems and coordinating post-show lead distribution to Sales Representatives
- Supporting the Marketing Department with event-related communication, advertising, promotional campaigns, and customer outreach
- Coordinating shipment tracking and ensuring all booth materials arrive on time and return properly after events
- Assisting with marketing literature preparation, product binders, presentation materials, and training packets for events and seminars
- Maintaining inventory levels of marketing materials, promotional items, and trade show assets
- Working closely with Sales, Customer Service, Engineering, and outside vendors to support event-related activities
- Supporting onsite event execution, including booth setup, registration assistance, customer interaction, and general event coordination
- Assisting with distributor meetings, customer appreciation events, internal company events, and training seminars as required
- Maintaining accurate records of trade show participation, expenses, contracts, and vendor contacts
- Supporting social media and marketing efforts related to company events and trade show participation
- Performing additional marketing and administrative duties as assigned by the Marketing Manager
C. Organization Relationships
The Tradeshow Events Coordinator reports directly to the Marketing Manager and works closely with the Sales Department, Customer Service Department, Engineering Department, outside vendors, distributors, and marketing partners.
JOB REQUIREMENTS:
A. Education and Training
Four year Bachelor’s Degree preferred. Minimum of 2-5 years experience in trade show coordination, event planning, marketing support, or related field preferred. Excellent organizational, verbal, and written communication skills required. Must possess the ability to manage multiple projects simultaneously while meeting critical deadlines in a fast-paced environment.
Must demonstrate strong attention to detail, problem-solving abilities, and the ability to work independently with minimal supervision.
B. Technical Requirements
Software proficiency requirements include an intermediate level at a minimum in the current versions of the following software (or equivalent) programs:
- Microsoft Excel
- Microsoft Word
- Microsoft PowerPoint
- Microsoft Outlook
- Adobe Acrobat
- Adobe InDesign
- Adobe Photoshop
- Adobe Illustrator
- FileMaker Pro database (preferred)
- CRM and lead retrieval software systems
- Microsoft Teams / Zoom meeting platforms
- Macintosh / Windows OS
Additional experience preferred with:
- Trade show registration systems
- Shipping and freight coordination systems
- Marketing email platforms
- Social media management platforms
- Basic graphic design and marketing layout support
C. Managerial Experience
Some project coordination and vendor management experience preferred. Must demonstrate the ability to coordinate outside vendors, contractors, and event-related logistics with minimal supervision.
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