Trade Show & Events Coordinator

Description

The Trade Show & Events Coordinator owns the detailed planning, coordination and execution of Monoflo trade shows, conferences, sponsorships, customer events and selected internal events. This role is the operational hub that keeps timelines, vendors, logistics, assets, staffing plans and event requirements moving from initial commitment through post-event closeout.

The marketing team will lead event strategy, messaging, sales enablement and content development. This coordinator will translate those plans into organized, on-time execution and ensure planned promotional activities happen alongside each event. The right person is highly organized, calm under pressure, comfortable working across different teams and motivated by turning complex plans into reliable results 

Essential Duties and Responsibilities: 

Trade Show & Event Execution

• Build and maintain detailed project plans, deadlines, run-of-show documents and event checklists for assigned programs.
• Manage exhibitor registrations, sponsorship deliverables, show forms, badges, housing blocks and required event documentation.
• Coordinate booth services including material handling, labor, electrical, internet, furnishings, cleaning, catering and audiovisual needs.
• Coordinate outbound and return shipping of booth properties, products, literature, giveaways and equipment, including advance warehouse and direct-to-show deadlines.
• Manage setup and teardown plans and provide on-site support for priority events.
• Maintain booth properties, event supplies and inventory records between events.

Promotion Planning & Internal Coordination

• Create the operating calendar for each event and ensure pre-event, on-site and post-event promotional activities are scheduled and completed.
• Coordinate with marketing team members on due dates for invitations, landing pages, social posts, email campaigns, signage, presentations, literature and giveaways.
• Coordinate with sales leaders on booth staffing, schedules, customer meetings, training and event communications.
• Lead event status meetings, document decisions, assign action items and follow through with owners until work is complete.
• Ensure approved messaging and brand assets are implemented consistently across event touchpoints.

Vendor, Budget & Administrative Management

• Serve as the day-to-day contact for show organizers, exhibit partners, venues, printers, freight providers and other event vendors.
• Obtain quotes, issue purchase requests, track commitments and maintain accurate event budgets.
• Review vendor invoices against approved scopes and resolve discrepancies.
• Maintain contracts, certificates, shipping records, floor plans, service orders and final event files in an organized shared system.
• Identify recurring issues and improve templates, timelines and processes for future events.

Post-Event Closeout

• Coordinate lead-file delivery, data cleanup and handoff to the appropriate marketing and sales owners.
• Compile final attendance, spend, operational observations and stakeholder feedback.
• Lead a concise post-event review and document recommended improvements.
• Confirm return of assets, final invoices and budget closeout.

Qualifications: 

• Bachelor's degree in marketing, communications, business, hospitality, event management or a related field, or equivalent practical experience.
• 3 to 5 years of experience in trade show operations, corporate events, project coordination, marketing operations or a related role.
• Demonstrated ability to manage multiple schedules, vendors and deadlines without losing attention to detail.
• Strong written and verbal communication skills and confidence following up with internal and external partners.
• Proficiency with Microsoft Office. Experience with project management, CRM, event registration or lead capture platforms is preferred.
• Ability to travel and perform on-site event work, including extended periods of standing and moving event materials within reasonable limits.

What Success Looks Like:

• Event requirements and promotional activities are completed accurately and on time.
• Internal teams have clear plans, deadlines, staffing details and event communications.
• Booth assets and materials arrive where they are needed, when they are needed.
• Budgets, contracts and invoices remain organized and current.
• Each event produces documented improvements that make the next event easier and more effective. 

Comprehensive Benefits & Perks:

• Financial Wellness: 401(k) retirement plan with company match and annual/quarterly bonus opportunities.
• Health Coverage: Medical, dental, and vision insurance.
• Security: Short-term and long-term disability insurance.
• Optional Extras: Employee-paid voluntary life insurance and supplemental benefits.
• Time Off: Competitive PTO, paid holidays, and a company-paid Christmas shutdown.
• Unique Perks:
  • Raffles for concerts, sports, and entertainment tickets.
  • Locally sourced prize raffles.
  • Monthly happy hours to unwind and connect with the team.

About Monoflo:

Monoflo International, Inc. stands as a prominent provider of innovative and eco-friendly business-to-business reusable packaging solutions. Since our inception in 1973, we've remained a family-owned and operated enterprise, steadily advancing as a premier manufacturer of plastic, reusable transport packaging solutions. While our product range is diverse, our core focus remains unwavering: harnessing cutting-edge technology to produce top-tier products that facilitate seamless product transportation for our clients.

We empower our employees to steer their career trajectories, fostering an environment where dedication and excellence are duly recognized and rewarded with avenues for growth. While collaboration is central to our ethos, we emphasize individual accountability and ownership as fundamental drivers of success within our organization.