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Event Coordinator, Trade Show Specialist

2 months ago

Malvern, Pennsylvania, United States HMP Global Full time
About the Role

HMP Global is seeking a highly motivated and detail-oriented Meeting Planner to join our team. As a Meeting Planner, you will be responsible for managing the logistics of our events from beginning to end.

Key Responsibilities
  • Venue and Vendor Management
    • RFP process and contract negotiations
    • Room block management and coordination
  • Session Room Logistics
    • Assigning meeting rooms and coordinating room diagrams and sets
    • AV equipment and labor management
    • Coordination of signs, temporary staff, security, and other miscellaneous tasks
  • Food and Beverage Management
    • Menu recommendation and selection
    • Setting quantity guarantees and service timing
    • Ensuring acceptable service standards are met
  • Exhibition Hall Management
    • Pre-event problem-solving with exhibitors and vendors
    • Oversight of on-site set up and adherence to IAEE guidelines
    • Coordination of hall opening and closing each day
    • Oversight of event closure and move out
Requirements
  • Highly motivated, detail-oriented self-starter with exceptional time management and organizational skills
  • Ability to manage multiple priorities in a fast-paced, high-pressure environment while maintaining accuracy
  • Capable of working in both an independent and team-oriented, collaborative environment
  • Extensive knowledge of audio-visual equipment, meeting room sets, F&B, exhibit hall, and sponsorship execution
  • Ability to control budgets, schedules/timelines, and overall action items
  • Provide excellent customer service utilizing effective written and verbal communication skills
  • Proficiency in standard computer software, including MS Office Suite (Word, Excel, PowerPoint)
  • Experience working in project management software is required, HIVE preferred
  • Four-year college degree required in the preferred fields of Hospitality Management, Event Marketing, Project Management, or Business Administration
  • Certified Meeting Professional (CMP) preferred
  • Travel required (6-8 domestic trips per year)
  • Minimum of 2 years relevant experience as the lead planner for large events with robust agendas and exhibit halls
  • Verifiable and consistent work history
  • Valid Driver's License