Project Coordinator 3

We are seeking a Trade Show Coordinator to be responsible for planning, coordinating, and executing all aspects of the clients participation in trade shows and industry events, typically held at convention centers or hotels. This role requires strong organizational skills, attention to detail, and the ability to manage multiple events and deadlines simultaneously. The role ensures venues are prep3ared, logistics are managed, marketing materials are handled, and audio/visual and display equipment are properly shipped and set up. The primary goal of this role is to increase brand visibility, generate qualified leads, and maximize return on investment from event participation.

Key Responsibilities:

• Manage the full lifecycle of trade show participation, including planning, budgeting, on‑site execution, and post‑event analysis.
• Coordinate schedules, deadlines, and deliverables across multiple trade shows and industry events.
• Coordinate booth registration, booth space reservations, and ordering of required services such as electrical, internet, and furniture.
• Arrange shipping and tracking of booth materials, display equipment, product samples, and marketing collateral to and from events.
• Manage vendor relationships and negotiate contracts with booth builders, shipping providers, and promotional suppliers.
• Handle physical event activities including walking event floors, set‑up/breakdown support, and lifting materials up to approximately 20 lbs.
• Develop and submit abstracts for speaking engagements at conferences.
• Research speaking engagement deadlines and conference opportunities.
• Collaborate with Hexmodal and other strategic partners.
• Identify additional trade show or speaking opportunities for consideration.
• Plan and execute hosted dinners or ancillary events tied to major conferences such as PDC and the Facilities Innovation Conference.
• Develop and manage trade show budgets, tracking all event‑related expenses.
• Process invoices and reconcile costs to ensure alignment with approved budgets.
• Partner with marketing and sales teams to develop booth messaging, graphics, and promotional materials.
• Manage inventory of marketing collateral and giveaways.
• Oversee lead capture processes and ensure qualified leads are delivered to sales teams for follow‑up.
• Conduct post‑event debriefs with internal stakeholders.
• Analyze event performance and ROI, including lead generation metrics and cost‑per‑lead.