Overview

The Tradeshow/Event/Meeting Coordinator is a detail-oriented professional who supports the planning, coordination, and execution of live, virtual, and hybrid events. This role requires strong organizational and communication skills, with a focus on logistics, vendor coordination, and attendee experience. The ideal candidate thrives in fast-paced environments, works well within cross-functional teams, and brings creativity and precision to every event.

Key Responsibilities

• Event Planning Support: Assist in developing event goals, themes, and formats in collaboration with internal stakeholders. Contribute ideas based on industry trends and audience insights.
• Project Coordination: Maintain project timelines, task lists, and status updates. Support the execution of event plans and ensure deliverables are met on schedule.
• Venue & Logistics Coordination: Research and recommend venues, coordinate site visits, and assist with logistics such as catering, audio-visual needs, décor, transportation, and accommodations.
• Vendor Liaison: Communicate with vendors and service providers to gather quotes, confirm bookings, and ensure timely delivery of services.
• Budget Tracking: Support budget development and tracking. Process invoices and monitor expenses to ensure alignment with financial goals.
• Marketing & Communications Support: Collaborate with marketing teams to assist in promotional efforts, including email campaigns, social media, and printed materials.
• Registration & Attendee Services: Manage registration platforms, maintain attendee lists, and support check-in processes to ensure a smooth experience.
• Speaker & Program Coordination: Assist with speaker outreach, scheduling, and session logistics. Help prepare materials and coordinate program details.
• On-Site & Virtual Support: Provide on-site assistance during events, including setup, staff coordination, and troubleshooting. For virtual events, help manage platforms and participant engagement tools.
• Compliance & Risk Awareness: Support the development of contingency plans and ensure events meet health, safety, and accessibility standards.
• Post-Event Wrap-Up: Collect feedback, assist in analyzing event outcomes, and contribute to post-event reports and recommendations.

Required Qualifications

• Bachelor’s degree in Event Management, Hospitality, Marketing, Communications, or related field; or equivalent experience.
• 1–2 years of experience supporting events, tradeshows, or meetings.
• Familiarity with event management software (e.g., Cvent, Eventbrite, Splash, Exhibit Day) and Microsoft Office Suite.
• Strong communication and organizational skills.
• Ability to manage multiple tasks and deadlines.
• Detail-oriented with a proactive mindset.
• Willingness to work evenings, weekends, and travel as needed.

Preferred Qualifications

• Certifications such as CMP, CSEP, or DES are a plus.
• Experience with virtual event platforms and technology.
• Familiarity with design tools and social media platforms.
• Multilingual or international event experience.

Key Competencies

• Team Collaboration: Works effectively with internal teams, vendors, and stakeholders.
• Customer Service: Prioritizes attendee satisfaction and client needs.
• Adaptability: Responds calmly and resourcefully to changing circumstances.
• Attention to Detail: Ensures accuracy and quality in all aspects of event coordination.
• Analytical Thinking: Supports data-driven decisions and continuous improvement.

Working Conditions

• Fast-paced, deadline-driven environment with occasional extended hours.
• Travel may be required for site visits and event support.
• Physical activity may include lifting materials and standing for long periods.

Sample Projects and Impact

• Supporting large-scale trade shows with thousands of attendees and exhibitors.
• Coordinating logistics for meetings and gatherings.
• Assisting with experiential events.

Success Factors

Success in this role is defined by the ability to support seamless, engaging, and well-executed events. Strong communication, attention to detail, and a collaborative spirit are essential. The best coordinators anticipate needs, stay organized, and contribute to memorable experiences.

How to Apply

Submit your resume, cover letter, and any relevant event portfolios. Selected candidates will be invited to participate in interviews and practical planning exercises.

Join our team and help us create extraordinary experiences that connect, inspire, and drive success!