TRADE SHOW COORDINATOR SUMMARY OF FUNCTIONS

The Trade Show Coordinator plans, manages, and evaluates the organization’s appearance at trade shows and events. They choose which meetings/trade shows the organization will attend, develop and carry out the trade show/event plan, and prepare for and manage individual shows/events.

TRADE SHOW COORDINATOR ESSENTIAL DUTIES AND RESPONSIBILITIES

• Meet with trade show/event companies to understand the purpose of their meeting or event and ensure that it is compatible with the organization’s purpose, policies, and requirements
• Plan the scope of the event (e.g., time, location, program, cost) for the organization
• Solicit bids from lodging, transportation, and trade show-related services where they are not provided by the event host or sponsors (e.g., photographers)
• Work with the event host to ensure that required services (e.g., setup, breakdown) are provided
• Coordinate details with onsite staff (e.g., hotel’s own event manager)
• Monitor event activities to ensure satisfaction of attendees and the organization
• Review event billings and approve payment

ORGANIZATIONAL RELATIONSHIPS

Reports directly to the Marketing Manager. Works with the Marketing and Accounting staff to ensure successful trade show/event operations.

PROCEDURES

The Trade Show Coordinator Job Description is mentioned in the following procedures:

TRADE SHOW COORDINATOR QUALIFICATIONS

A bachelor’s degree in business administration or marketing is required. 3+ years’ experience in catering or event management or other suitable line of work is also required.

Must have demonstrated the ability to lead a diverse team. Good communication skills and the ability to work well with people at all levels are essential. Strong planning, organizational, and presentation skills are needed. Some project management experience is desired.

Desire a candidate with trade show/event/convention planning certification. Solid experience with Microsoft Office (esp. Word and PowerPoint) is required.

TRADE SHOW COORDINATOR PHYSICAL DEMANDS

Ability to communicate orally with customers, vendors, management, and coworkers is crucial. Regular use of phone and email for communication is essential. Hearing and vision correctable to within normal ranges is essential for normal conversations, receiving ordinary information, and preparing or inspecting documents.

The ability to remain in a stationary position roughly 50% of the time, as well as the ability to move about the office occasionally (accessing files/storage, office equipment, computers and other office productivity devices, attending meetings, etc.), is required.

Using a computer while sitting for extended periods is common. Must also be able to position self to maintain equipment, including under tables and desks.

No heavy lifting is expected; occasional exertion of about 15 lbs. of force (e.g., carrying a laptop, trade show information) may be required. Good manual dexterity required to use common office equipment (e.g., computers, mobile devices, calculators, copiers, scanners).

WORK ENVIRONMENT

The job is performed indoors in a traditional office setting. Extended periods of sitting while using computers, phones, or other communication devices are common. Normally will work a 40-hour week, though overtime may be required in days/weeks leading up to a particular event.