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Tradeshow and Event Coordinator
2 months ago
We are seeking a highly skilled Tradeshow and Event Coordinator to join our team at Outdoor Cap Company, Inc. as a dynamic project management and traveling role that works closely with the marketing and sales teams to ensure B2B and B2C tradeshows and Events meet and exceed goals for brand engagement and customer acquisition through great planning and execution.
Key Responsibilities- Work with marketing and sales teams to coordinate campaign planning, logistics and deliverables for trade shows and events, including booking booth and meeting space, creation of booth space, managing housing/travel, packing and sending exhibition material from the warehouse and returning exhibition materials to the warehouse, coordinating product to be showcased, on-site management, selling at the booth, show specials, and in-show events and advertising.
- Work with vendors, e.g. exhibit house, printers, etc., to ensure timely, cost-effective execution.
- Maintain expense budgets by show and ensure each tradeshow or event remains on budget and well-executed.
- Track expenses and assist in complete financial reconciliation.
- Understand the tradeshow landscape and build efficiencies of scale across shows attended.
- Develop deep expertise in booth design concepts, materials, and best practices.
- Assist in creation and sending of pre-show and post-show communications.
- Travel to and support onsite execution and management of key events, including show set-up and take-down and staffing the event.
- Assist in the creation of post-event assessment including measurement of tradeshow value in the form of leads, opportunities, and customers and efficient processing of show leads in a lead nurturing CRM system and distribution to sales force.
- Create post-event feedback loop to continually improve experience, process and execution for sales and customers.
- Maintain show schedules, project checklist and processes through exhibit management templates.
- Organize each event's key milestones from event planning kickoff, to post-event teardown and assessment.
- Upholds Outdoor Cap's values of acting with integrity; working together as a team; treating each other with respect.
- Proficiency in Office365 product suite.
- Experience with project management software a plus (Asana, Monday, Trello, etc).
- Highly collaborative, able to establish and maintain relationships, communicate clearly and effectively, and influence and work cross-functionally.
- Must have strong follow up, organizational, attention to detail, time management skills and ability to meet diverse deadlines.
- Excellent communicator (visual, written and verbal) and a creative thinker with the ability to use data to inform decisions.
- Excellent time management, multi-task oriented, organized and keen sense of personal accountability. Is highly motivated with strong work ethics and demonstrated flexibility to meet tight deadlines.
- Bachelor's degree (B. A.) from four-year college or university in a related field;
- or 2-5 years' related experience and/or training; or equivalent combination of education and experience.
- 2-5 years of tradeshow and industry experience ideal.
- Willing to travel up to 30% of time domestically to organize and work events as needed in cities all over the US. Will include travel on evenings and weekends.
- Must be willing to drive our company vehicles and maintain a good driving record.
- Must be able to remain in a stationary position (seated) 80% of the day and occasionally reach, bend and move inside the office to access files and product.
- Required to have close visual acuity to perform computer tasks, expansive reading, visual inspection of product including and may include measuring.
- The person in this position frequently communicates with internal and external customers and must be able to exchange accurate information in a clear, professional manner.
- Ability to move 10-20 lbs occasionally throughout day and heavier objects when working setup or teardown for shows and events.
- Able to hear a telephone ring.
