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Trade Show and Event Specialist

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Broomfield, United States EDI Staffing Full time

Job Summary: he Trade Show Planner is responsible for planning, organizing, and executing trade shows, exhibitions, and other events to promote the company's products and services This role involves managing all aspects of event logistics, including ordering show services, packing and shipping materials, and handling manual labor tasks The ideal candidate will have excellent organizational skills, attention to detail, and the ability to manage multiple projects simultaneously The Trade Show Planner will work closely with the marketing and sales teams to ensure the successful delivery of events that enhance the company's brand presence and generate business opportunities

Key Responsibilities:

Event Planning and Coordination: Plan, coordinate, and execute all aspects of trade shows and events, including logistics, scheduling, and expense management

Collaborate with internal teams to coordinate and produce printed collateral supplied by the creative team

Research and book venues, negotiate room block contracts with vendors, and arrange for event services such as catering, a/v, etc

Ordering Show Services: Identify and order necessary show services such as labor, electrical, carpet, furnishings, and other essential materials

Coordinate with service providers to ensure timely and accurate delivery of services

Manage and track service orders, ensuring compliance with event requirements and budget constraints

Material Handling and Shipping: Pull and pack swag, collateral, and banner stands for trade shows and events 1-3 days each week

Create and manage shipping labels, ensuring accurate and timely shipment of materials

Handle manual labor tasks, including lifting and moving boxes up to 30 lbs

Unpack return shipments and organize materials for future use

Inventory Management: Organize the supply closet and maintain an inventory of all supplies

Conduct regular inventory checks and order supplies as needed

Ensure all event materials are properly stored and maintained

Vendor and Supplier Management: Source and negotiate with vendors and suppliers to secure the best rates and services

Manage relationships with external partners, including venue representatives, decorators, and other service providers

Ensure all vendor deliverables are met according to the agreed-upon timeline and quality standards

Warehouse and Shipping Logistics: Understand advanced warehouse shipping deadlines and processes

Manage quick facts and exhibitor kits, ensuring all necessary information is communicated to stakeholders

Handle last-minute requests and make necessary adjustments to event logistics

On-Site Event Management: Oversee the set-up, execution, and tear-down of trade show booths and displays

Manage on-site logistics, including registration, attendee tracking, and troubleshooting any issues that arise during the event

Coordinate with the sales team to ensure proper staffing and training for trade show booths

Budget Management: Develop and manage event budgets, ensuring all expenses are tracked and reported accurately

Monitor event costs and implement cost-saving measures where possible

Provide regular financial updates and post-event budget analysis to the management team

Qualifications:

Bachelor's degree in Marketing, Event Management, Business, or a related field

Proven experience in event planning, trade show coordination, or a similar role

Experience in ordering show services such as labor, electrical, carpet, and furnishings

Strong project management skills with the ability to handle multiple tasks and deadlines

Excellent organizational and time management skills

Exceptional communication and interpersonal skills

Proficiency in Microsoft Office Suite and event management software

Ability to travel as required for events

Preferred Skills:

Experience with project management software such as Wrike, Monday.com, Asana

Knowledge of current trends and best practices in event planning and trade show management

Creative problem-solving skills and the ability to adapt to changing circumstances

Physical Requirements:

Ability to lift and carry event materials and equipment, up to 30-50 lbs

Flexibility to work evenings, weekends, and long hours during event periods

Job Title:

Specialist: Trades Shows and Events Department:

Marketing/Sales Location:

Broomfield, CO Job Type:

Full-Time/Contract #J-18808-Ljbffr