Part-Time Events Coordinator

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We are working with a real estate firm that is looking for a Part-Time Trade Show Coordinator to oversee the events and trade shows, typically held at convention centers or hotels of 20-25 hours per week. This role is ideal for someone with outstanding organizational skills, keen attention to detail, and the ability to juggle multiple projects under tight deadlines. The Trade Show Coordinator will play a pivotal role in ensuring that venues are prepared, attendee and vendor needs are met, and all audio/visual and display equipment are shipped and set up efficiently, while managing marketing materials and logistics.

1. Key Responsibilities:
2. – Lead end-to-end trade show management, including initial planning, budgeting, on-site execution, and post-show analysis.
3. – Oversee logistics, such as booth registration, securing booth space, arranging services (electrical, internet, furniture), and tracking deadlines.
4. – Coordinate shipping of booth properties, product samples, and marketing collateral to and from events.
5. – Manage contracts and relationships with external vendors, including booth construction companies, shipping providers, and promotional suppliers.
6. – Develop and submit abstracts for speaking engagements and collaborate with Hexmodal, our strategic partner.
7. – Research deadlines for conference speaking opportunities and identify additional trade show or speaking engagements for consideration.
8. – Organize hosted dinners and special events surrounding major conferences like PDC and the annual Facilities Innovation Conference.
9. – Create and manage budgets for each event, process invoices, and reconcile costs to ensure adherence to approved budgets.
10. – Work closely with marketing and sales to develop impactful booth messaging, graphics, and promotional materials.
11. – Maintain inventory of marketing collateral and promotional giveaways.
12. – Implement and manage lead capture processes, ensuring timely distribution of qualified leads to the sales team.
13. – Conduct post-event debriefs, analyze performance, measure ROI, and prepare detailed reports on metrics such as lead generation, cost-per-lead, and event success.
14. – Keep tradeshow and events spreadsheets and calendars updated in partnership with the ATG sales team.
15. If you thrive in a fast-paced environment, enjoy collaborating across teams, and are passionate about driving brand visibility and generating qualified leads, we would love to hear from you!

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