The Role
The Marketing Events Coordinator is responsible for planning and executing food shows, managing logistics, and financial administration while ensuring compliance and strong client relationships.
Summary Generated by Built In
BROAD FUNCTION AND SCOPE OF THE POSITION: The Marketing Event Specialist is responsible for the full coordination, execution, and financial administration of all food shows across the region. This role manages over 70 food shows per year, serving as the primary liaison between clients and internal teams. The position requires exceptional project management skills, financial coordination, and the ability to ensure flawless event execution aligned with Affinity Group standards.
PRINCIPAL CONTINUING RESPONSIBILITIES
Food Show Planning & Execution
EDUCATION AND EXPERIENCE REQUIREMENTS
CANDIDATE QUALIFICATIONS/COMPETENCIES
PRINCIPAL CONTINUING RESPONSIBILITIES
Food Show Planning & Execution
- Manage all logistics for food shows/ market events, ensuring seamless planning, setup, execution, and post-show follow‑up.
- Manage show schedules, distributor calendars, client participation, booth assignments, and product placement.
- Oversee ordering, shipping, staging, and distribution of show materials to include samples.
- Ensure accurate and timely communication across clients, sales teams, and internal teams.
- Ensure proper allocation of costs to clients, regional budgets, or internal departments using the ShowDash platform
- Coordinate lodging for out of market shows for the team
- Work with Market Leader to coordinate staffing for events to include using a third party/ temp labor for additional support when needed.
- Track and report total event spend, savings achieved, and cost efficiencies.
- Serve as the primary point of contact for clients regarding show participation, expectations, and deliverables.
- Communicate product needs, preparation details, setup instructions, and brand requirements.
- Manage client-specific promotional materials, POS needs, and menu/program integrations.
- Maintain strong relationships to support long-term partnership growth.
- Ensure all show materials, booth setups, and product presentations comply with Affinity Group brand standards.
- Verify accuracy of distributor forms, show contracts, confirmation documents, and billing.
- Maintain version control and documentation for all show-related assets.
- Work closely with Sales, Culinary and Client Teams to ensure alignment on priorities, product launches, and brand initiatives.
- Assist in food shows on-site as needed, including occasional nights/weekends during peak seasons.
- Track show results, participation metrics, and performance data.
- Compile post‑show summaries and provide insights to Sales and Leadership.
- Maintain detailed records to support planning improvements and cost efficiency.
EDUCATION AND EXPERIENCE REQUIREMENTS
- Prefer a Bachelor’s degree in marketing or a related field.
- Minimum of 2-4 years of experience in marketing, foodservice operations, or distributor management.
- Experience working with clients and distributors in a foodservice environment preferred.
- Proven ability to handle high-volume, fast-paced operational workloads.
- Strong organizational and project management skills with the ability to manage 100+ simultaneous events.
- Excellent communication skills and ability to collaborate cross‑functionally.
- Proficiency in MS Office Suite; familiarity with Canva, Adobe tools, and digital marketing assets a plus.
- Ability to negotiate professionally and manage vendor/distributor relationships.
- Strong attention to detail, accuracy, and financial accountability.
- Strong problem-solving skills.
- Ability to work evenings/weekends during show seasons.
CANDIDATE QUALIFICATIONS/COMPETENCIES
- Event Coordination & Execution
- Negotiation & Financial Oversight
- Distributor & Client Relationship Management
- Cross‑Functional Collaboration
- Logistics Planning & Scheduling
- Brand Compliance & Quality Control
- Documentation & Record Management
- Problem‑Solving & Decision‑Making
- Communication & Presentation Skills
- High‑Volume Workflow Management
- Continuous Improvement Mindset
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The Company
What We Do
From culinary support, to store-level merchandising, to sales planning and strategy, Affinity Group's experienced retail and foodservice teams can help you build Your Bridge to Success. Learn how our talented team of sales pros can help your brand today! Operating in a collaborative environment, the Affinity Group shares our strengths, expertise, and resources to benefit our clients, customers, and our organization. We are focused on the foodservice and retail fresh food channels, helping our customers and clients succeed with highly engaged leaders and tenured top sales and culinary talent in North America.
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