Event Coordinator - Extensive Travel Required

Overview

This role involves comprehensive coordination of events requiring full travel commitment. The candidate will manage all logistics from pre-event stages to on-site execution and post-event wrap-up, ensuring smooth operations and successful event delivery.

Key Responsibilities

• Handle booth and sponsorship arrangements including contract management, floor plans, furniture, audiovisual equipment, and shipment coordination.
• Manage relationships with vendors and contractors such as booth constructors, staffing agencies, and promotional vendors.
• Prepare and maintain critical event documents like run-of-show, staff schedules, and packing lists.
• Assist with marketing logistics ahead of events including signage, scheduling meetings, and contacting attendees.
• Support booth setup, teardown, and day-of event operations on-site.
• Coordinate on-site staff and act as the main liaison for vendors and venue representatives.
• Promptly address and resolve logistics issues related to shipping, audiovisuals, and staffing during events.
• Assist with invoice reconciliation and tracking event budgets post-event.
• Coordinate the transfer of lead capture data to Marketing and Sales Operations.
• Compile and submit detailed post-event recap reports highlighting achievements, challenges, and suggestions for future events.

Required Deliverables

• Accurately maintain event budgets from project start to finish.
• Develop and manage staffing schedules and run-of-show documents effectively.
• Produce post-event summary reports promptly after each event.

Qualifications

• Prior experience coordinating corporate events, trade shows, conferences, or sponsorship events.
• Exceptional project management and organizational capabilities with the skill to handle multiple concurrent events.
• Proven experience collaborating with vendors, venues, and cross-functional teams.
• Strong communication and problem-solving acumen.
• Proficient in Microsoft Office suite including Excel, Word, PowerPoint, and Teams.
• Willingness and ability to work extra hours, weekends, and travel for on-site event support.