Trade Show/Events Coordinator

Job Summary

This position is responsible for planning, execution, participation and representation in marketing events, industry tradeshows, company seminars and webinars campaigns (advertising, automated marketing, direct mail, email and multi-touch), and collateral development, as well as, maintaining positive relationships with industry associations.

The ideal candidate should have a well-rounded marketing background and possess strong experience in tradeshow coordination, planning, execution, booth traffic, follow-up and reporting. This position is also responsible for the development and coordination of marketing initiatives including: marketing materials—slicks, order forms, sales presentations, ROI reporting, project management, lead nurturing and competitor analysis.  This person will also be responsible for the analysis of data as related to the company’s involvement industry associations and events. This position is also responsible for keeping up with industry trends competitor analysis and maintaining positive relationships with clients, vendors and employees.

Job Qualifications

Education:           Bachelor’s degree in Marketing, Communications or related field

Experience:        3-5 years of experience in marketing, tradeshow and communications

Job Knowledge:  Must possess strong knowledge of Tradeshow, Seminar and Webinar registration, setup, planning and have solid ability to generate traffic, leads, follow up and deliver analysis and reporting on ROI.  B2B and product experience with Healthcare is necessary. Responsible for coordinating campaigns across various digital mediums including; email, social media, ecommerce, website, marketing automation, CRM software and more.  Strategic thinking, product and consultative marketing, analytics and business development experience, extraordinary organizational, communication, and diplomacy skills  with high attention to details are a necessity. Wearing many hats comes with the territory.

Technical Knowledge:

  • Strong proficiency in standard Microsoft office suite especially excel
  • Ability to write RFP’s for events
  • Salesforce data entry, campaign creation and reporting
  • Event management software
  • Writing and editing for events

Functions and Duties

  • Serve as a company representative effectively pitching services and products to generate leads or directing to technical representative as appropriate
  • Meeting planning and coordination of services, including location, catering, A/V and accommodation and transportation logistics for participants while effectively negotiating contracts for best price
  • Secure booth and meeting space, registering attendees for the events, managing hotel blocks
  • Produce event plans to ensure successful planning and execution to ensure timely, cost-effective execution and return on investment
  • Creates, organizes and maintains tradeshow cost-analysis & ROI reports, exhibit traffic/trends, leads and campaign reports
  • Creates promotional collateral and follow-up messaging for tradeshows webinars, seminars and company events
  • Serves as a liaison to external facilities/vendors to ensure successful execution of events
  • Performs tradeshow membership profiling and other industry research
  • Determine tradeshow audience and generate booth traffic appropriate for audience type
  • Select, research price and order promotional items
  • Creates and publishes press release and communications related to announcements and events
  • Tracks event expenses
  • Manages and maintains advertising calendar and social media programs and other communication channels related to company and industry events
  • Works with Marketing Director to develop and implement a marketing schedule of campaigns, events, advertising and communications related to events
  • Responsible for budgeting and tracking expenses to assist in complete financial reconciliation of all events including the creation of purchase orders
  • Ensure processing and follow up of show leads in Salesforce and Pardot
  • Travel to and support onsite execution and management of key events, including event set-up and take-down as needed
  • Supports all marketing efforts as needed


  • Possess a high level of detail and organizational skills
  • Proven experience with coordinating tradeshows and seminars
  • Able to handle detailed information and prepare reports with consistency
  • Detail-oriented with excellent follow-up, budgeting, and time management skills
  • Adept at handling multiple complex projects simultaneously under pressure to meet tight deadlines
  • Knowledge of marketing communications
  • Experience with market research utilizing the internet
  • Self-starter with ability to operate with minimal supervision
  • Possess and demonstrate strong interpersonal skills to manage and communicate effectively with clients, employees and vendors
  • Ability to create great working relationships with all levels within the company and across multiple disciplines
  • Excellent written and verbal communication skills, including presentation skills
  • Strong organizational and planning skills

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