Divinitas Displays, LLC is a full-service trade show exhibit house that has been serving clients since 2013. We help companies bring their brands to life on the trade show floor through exhibit design, production, graphics, logistics, installation and dismantling, storage, and ongoing exhibit program management.
Our team works together to manage the many moving pieces that go into a successful trade show, from the initial concept and production process to shipping, show-site coordination, installation, and dismantling.
We're a hands-on, fast-paced company where communication, attention to detail, teamwork, and problem-solving are essential to delivering a great experience for our clients.
Position Overview
We are seeking a highly organized, detail-oriented Trade Show / Event Coordinator to coordinate trade show exhibits, corporate events, and experiential marketing projects from initial approval through completion. This role will also take ownership of our small-show program and dedicated event inventory, ensuring smaller events are efficiently planned, prepared, shipped, returned, and ready for future use.
The Trade Show / Event Coordinator works closely with clients, Sales, Design, Production, Graphics, vendors, show organizers, freight providers, and installation teams to ensure projects are delivered accurately, on time, and within budget.
The ideal candidate is proactive, resourceful, comfortable managing multiple projects simultaneously, and able to anticipate potential issues before they affect a client's event.
Key Responsibilities
Trade Show & Event Coordination
- Coordinate multiple trade show and event projects from client approval through post-event closeout.
- Develop and maintain project timelines, schedules, task lists, and critical deadlines.
- Coordinate project requirements across Sales, Design, Production, Graphics, Installation, and other internal teams.
- Monitor project milestones and communicate status updates, changes, and potential delays.
- Review exhibitor manuals to identify show rules, requirements, ordering procedures, and advance deadlines.
- Review show floor plans and booth locations to understand booth orientation, neighboring exhibits, aisle locations, entrances, columns, utilities, and other factors that may impact exhibit setup.
- Confirm booth orientation and exhibit layout prior to production and installation to ensure graphics, structures, entrances, and other booth components are positioned correctly on the show floor.
- Track critical deadlines to minimize rush charges, late fees, and unnecessary project expenses.
- Coordinate exhibit installation and dismantling, transportation, freight, storage, and other event logistics.
- Coordinate show services including material handling, electrical, internet, cleaning, rigging, labor, AV, and other event-related requirements.
Small-Show Program & Inventory Management
- Manage the company's small-show program, coordinating dedicated small-format trade shows and events from planning through completion.
- Maintain and manage dedicated small-show exhibit and event inventory, including displays, graphics, accessories, supplies, and related materials.
- Coordinate the scheduling, preparation, packing, shipment, delivery, return, inspection, and storage of small-show inventory.
- Track inventory availability, location, and condition to ensure exhibit materials are complete, accurate, and event-ready.
- Coordinate small-show requirements with clients and internal teams to ensure the correct exhibit assets and materials are assigned to each event.
- Identify repair, replacement, replenishment, and inventory needs and coordinate them with the appropriate internal teams and vendors.
- Maintain accurate records of small-show activity, inventory movement, upcoming event requirements, and asset condition.
- Help improve the organization, efficiency, and scalability of the small-show program.
Client Communication
- Serve as a primary day-to-day point of contact for assigned clients during project execution.
- Communicate clearly and professionally regarding schedules, deliverables, logistics, deadlines, and project status.
- Gather client requirements and ensure information is accurately documented and communicated to internal teams.
- Assist clients with trade show and event logistics and answer show-related questions throughout the project.
- Proactively identify potential problems and coordinate solutions before they affect the event or client.
Vendor & Show Services Coordination
- Coordinate with general contractors, convention centers, show organizers, freight carriers, labor providers, rental companies, graphic vendors, and other suppliers.
- Obtain quotes and coordinate orders for event-related products and services.
- Verify vendor confirmations, shipping details, delivery schedules, and service orders.
- Track vendor costs, purchase orders, invoices, and project expenses.
- Assist with identifying opportunities to control costs without compromising project quality or client expectations.
Production & Quality Control
- Review approved designs, renderings, floor plans, graphic specifications, and production documentation for completeness and accuracy.
- Coordinate projects as they move from design approval into production.
- Participate in pre-production reviews and quality-control processes.
- Verify that graphics, structures, furnishings, signage, and other exhibit components meet approved specifications.
- Assist with final inspections and confirm project readiness prior to shipment.
On-Site Event Support
- Travel to trade shows and events as needed to assist with installation, show opening, client support, and dismantling.
- Serve as an on-site company representative when assigned.
- Coordinate with installation and dismantling (I&D) crews, show management, freight carriers, vendors, and clients while on site.
- Monitor installation and dismantling progress and help ensure work is completed according to schedule and approved specifications.
- Identify and resolve unexpected show-site issues quickly and professionally.
- Conduct pre-show inspections to confirm the exhibit or event environment meets approved specifications.
- Document completed installations and report issues or deficiencies.
Project Administration & Financial Coordination
- Maintain accurate and organized project files and documentation.
- Track project budgets, purchase orders, expenses, and change orders.
- Assist with invoicing and project closeout.
- Maintain accurate project information in company CRM, project-management, inventory, and other business systems.
- Prepare post-event documentation and assist with project evaluations.
- Identify opportunities to improve processes, reduce costs, and increase operational efficiency.
Qualifications Required
- 2+ years of experience in event coordination, trade shows, project coordination, experiential marketing, production, or a related field.
- Strong organizational, time-management, and project-coordination skills.
- Excellent written and verbal communication skills.
- Strong attention to detail and follow-through.
- Ability to manage multiple projects, deadlines, and priorities simultaneously.
- Proficiency with Microsoft Office, Google Workspace, or similar productivity tools.
- Ability to read and understand floor plans, booth layouts, schedules, and production documents.
- Ability to understand booth orientation and show-floor positioning and identify potential layout or installation issues.
- Ability to work effectively with clients, vendors, contractors, freight providers, and internal team members.
- Willingness and ability to travel for trade shows and events as required.
- Ability to remain available outside normal business hours when assigned to an active trade show installation or dismantling.
Preferred
- Experience working for a trade show exhibit house, event production company, experiential marketing agency, or similar organization.
- Familiarity with convention centers, general contractors, show management companies, and trade show industry procedures.
- Experience working with Freeman, GES, Shepard, Fern, Encore, or other major event service providers.
- Experience coordinating freight and exhibit transportation.
- Experience managing or tracking exhibit, event, or marketing inventory.
- Knowledge of trade show installation and dismantling procedures.
- Familiarity with exhibit construction, graphics, lighting, AV, and rental furnishings.
- Experience reviewing exhibitor manuals and show service order forms.
- Experience with project-management, CRM, or inventory-management platforms.
What We're Looking For
The successful candidate will be:
- Highly organized — able to keep multiple projects, events, deadlines, and inventory requirements moving simultaneously.
- Detail-oriented — recognizes that small errors can have significant consequences at a live event.
- Proactive — identifies potential problems before they become emergencies.
- Resourceful — able to find practical solutions under tight deadlines.
- Client-focused — understands the importance of delivering an exceptional customer experience.
- Communicative — keeps clients, vendors, freight providers, and internal teams informed.
- Calm under pressure — able to handle last-minute changes and unexpected show-site issues professionally.
- Team-oriented — works effectively across Sales, Design, Production, Graphics, and Operations.
- Accountable — takes ownership of assigned projects and follows them through to completion.
Work Environment & Schedule
This is a full-time position that includes work in office, production, warehouse, convention center, and event environments.
Because of the nature of the trade show industry, occasional travel, early mornings, evenings, and weekend work may be required, particularly during exhibit installation and dismantling periods.
During assigned trade show installations and dismantles, the Trade Show / Event Coordinator may be required to be on call and available outside of normal business hours to maintain communication with freight carriers, shippers, installation and dismantling (I&D) teams, show-site contractors, vendors, and internal team members.
This responsibility includes monitoring shipment, delivery, installation, and dismantling status; responding to time-sensitive questions; communicating schedule changes or delays; and helping coordinate solutions when freight, labor, or other show-site issues arise.
The position may occasionally require extended periods of walking or standing at event venues, handling lightweight materials and supplies, climbing stairs, bending, reaching, and working around active production, freight, fabrication, and installation activities while following applicable safety procedures.
Compensation
Compensation: Competitive salary based on experience and qualifications.
Travel: Occasional travel required based on project and event schedules.
Position Type: Full-Time | [Exempt/Non-Exempt]
Location: On-Site
About the Role
This is an excellent opportunity for an organized and motivated professional who enjoys turning plans into successful live experiences.
The Trade Show / Event Coordinator plays a critical role in ensuring that what is promised to the client is ultimately delivered on time, on budget, and as intended. From coordinating larger trade show projects to managing our dedicated small-show program and inventory, this position requires someone who takes ownership of the details and keeps projects moving.
Trade shows do not always operate on a traditional 9-to-5 schedule. The successful candidate will understand the importance of remaining accessible during critical installation and dismantling periods and maintaining effective communication with freight carriers, I&D teams, vendors, and other partners when time-sensitive issues arise.
If you thrive in a fast-paced environment, enjoy solving problems, and take pride in seeing a project successfully come together on the show floor, we'd like to hear from you.
Pay: From $48,000.00 per year
Work Location: In person
