The Marketing Events Coordinator plays a vital role in managing the logistics and ensuring the successful execution of the company’s trade show and customer meeting strategies. This position calls for a collaborative team player with a keen eye for detail and outstanding communication skills, which are essential for coordinating and executing various events smoothly.
In this role, the Marketing Events Coordinator is responsible for all administrative and logistical aspects of the event process. This includes managing the events calendar, registering the organization, booking venues, arranging catering, entertainment, and transportation, coordinating attendee logistics, and overseeing the shipment of hardware and supplies. Working closely with the Director of Marketing and key stakeholders, the coordinator will also contribute to strategic planning to ensure the overall success of each event.
The role involves managing logistics for 2-4 small regional customer meetings, one large national customer meeting annually, 12-15 specialized trade shows and events, and one prominent, high-profile industry trade show annually. Additionally, the Events Coordinator is tasked with selling sponsorships for customer events and helping to boost customer registrations.
This role is ideal for someone who thrives in a collaborative, fast-paced environment, enjoys meticulous planning and organization, and possesses strong communication skills to ensure event success. If you are passionate about event coordination and looking to make a meaningful impact, we encourage you to apply!
Education and Experience:
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2-4 years of experience managing the end-to-end process for tradeshows and/or large customer meetings.
Core Competencies:
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Collaboration & Teamwork: Ability to work closely with cross-functional teams, including marketing, sales, and operations, to ensure seamless event execution.
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Attention to Detail: Strong organizational skills with the ability to track multiple projects, ensuring all logistical details are meticulously managed.
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Communication Skills: Excellent verbal and written communication skills to effectively coordinate with internal teams, vendors, and event partners.
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Proficiency in Microsoft Office Suite: Intermediate proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
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Project Management: Ability to prioritize and manage multiple projects simultaneously while maintaining accuracy and efficiency.
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Relationship Management: Strong interpersonal skills to build and maintain relationships with all company levels, industry partners, and vendors.
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Budget Management: Ability to track and manage event budgets, ensuring financial accuracy and accountability.
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Confidentiality: Ability to maintain a high level of discretion when handling sensitive information.
Preferred but Not Required:
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Experience managing or attending tradeshows within the attractions industry, particularly IAAPA-sanctioned events.
Job Responsibilities:
Event Coordination & Logistics:
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Manage and maintain the marketing events calendar, ensuring alignment with business objectives.
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Ensure timely registration for industry tradeshows.
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Organize booth space, electrical needs, furniture, Wi-Fi, lead generation tools, and all logistical considerations for annual 12-15 specialized tradeshows and one large industry trade show.
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Coordinate and book venues, lodging, catering, entertainment, transportation, and all other logistical aspects for 2-4 small regional customer meetings and one large national customer meeting annually.
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Oversee internal team participation, ensuring roles and responsibilities are clearly communicated and executed.
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Manage shipping logistics for event materials, hardware, and supplies to national and international destinations.
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Oversee promotional giveaways, including inventory management and ordering.
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Foster relationships with industry trade organizations, exhibit studios, shipping companies, vendor partners, and other stakeholders to ensure seamless event execution.
Marketing & Communication:
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Generate initial content and ideas for communications and promotional materials related to trade shows and user group meetings, including emails, print ads, and online ads.
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Handle administrative tasks associated with marketing efforts, including setting deadlines and ensuring timely execution.
Budget & Revenue Generation:
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Maintain adherence to the events budget, submit expense reports, and provide a monthly summary of expenses.
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Generate revenue by selling sponsorships to vendor partners for customer meetings and evening events at tradeshows.
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Assist in selling registrations for customer meetings.
General Responsibilities:
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Complete all tasks and handle all situations in alignment with the company’s core values.
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Maintain up-to-date job knowledge by participating in educational opportunities, reading industry publications, and networking within professional organizations.
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Communicate clearly, concisely, and in a timely manner via email, voicemail, and in-person interactions.
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Adhere to all company policies, processes, and procedures outlined in the Employee Handbook.
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Always promote and uphold the company's core values, mission, and vision.
Physical Demands:
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Ability to hear, see, and speak adequately (with or without accommodations) to perform essential job functions.
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Ability to perform repetitive movements, including walking, standing, and sitting for extended periods.
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Ability to lift up to 30 pounds.
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Ability to work in indoor event environments.
Diversity and EEO statement:
As an organization, we strive to maintain an environment and culture where all voices and perspectives are valued, where all team members are seen and heard, where opportunities are available to all who seek them, and where all employees feel they are able to bring their authentic selves to work each day. Diversity, equity and inclusion are an organizational priority, and we are committed to further building and strengthening these programs each year.
Gateway Ticketing Systems is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, biological sex, gender identity, gender expression, sexual orientation, national or ethnic origin, genetic information, disability, age, veteran status, family or marital status, or any other applicable legally protected characteristics.
No agencies, please.
We are not sponsoring visas at this time.
