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Specialist: Trades Shows and Events

2 months ago

Broomfield, United States Synapse International Full time
Job Title: Specialist: Trades Shows and Events

Department: Marketing/Sales

Location: Broomfield, CO

Job Type: Full-Time/Contract

Job Summary: The 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.