Trade Show Coordinator

1 week ago

Irving, United States PPAI - Promotional Products Association International Full time

Join our Expo & Event Operations Team as a Trade Show Coordinator You'll be the go-to person for the production, management, and execution of logistical and operational aspects of The PPAI Expo and other exciting PPAI events. Here's what we're looking for:


Skills/Experience Required:

  • Tradeshow/conference operations, or with a general service contractor or convention facility is preferred.
  • Strong organizational and project management skills.
  • Proficiency in Microsoft Office Suite, especially Excel.
  • Ability to thrive under pressure and adapt to changing priorities.
  • Keen attention to detail and a proactive problem-solving mindset.
  • Experience in budget creation and management, vendor proposal reviews, post-event invoice reconciliation, and financial closeout of events.
  • Customer-focused decision-making, flexibility, and a collaborative spirit.


Essential Functions and Primary Duties:

  • Develop, recommend, track, and manage budgets for assigned line items, including invoice processing and billing reconciliation.
  • Manage vendor relations throughout the event lifecycle (pre-show, onsite, post-show).
  • Collaborate with the Show Manager and Business Development to ensure timely and accurate communication of all PPAI Expo exhibitor information. Regularly update exhibitor manuals, rules and regulations, order forms, and vendor web links.
  • Collect and process Exhibitor Appointed Contractors forms and payments, and confirm appropriate insurance submissions.
  • Work with relevant PPAI departments to plan and execute PPAI’s participation in industry events, including budget management, exhibit contracts, booth selections, show site logistics, materials management, and shipping arrangements.
  • Provide support to the Show Manager, Meeting & Event Manager, and Registration and Housing Manager as needed.


If you're ready to bring your A-game to the world of events and make a significant impact, we want to hear from you

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