Campus Pride Jobs

*Job Title:               *Trade Show Coordinator                                                    *Status:                   *Exempt *Department:       * Marketing Communications *Reports to:          * Vice President of Communications *Hours:                    *8:30 a.m. -- 5:30 p.m., flexible, travel required, full time,                                  One work-from-home day per week is permitted

Job Summary:

The Trade Show Coordinator works closely with the Marketing Department and oversees the planning and execution of the company's trade shows from start to finish, beginning with creating the show schedule and concluding with booth dismantle. They compile comprehensive summaries after each event to inform future decisions.

The role requires meticulous advance planning, including budget estimation for all aspects of the show. During exhibitions, the Coordinator manages all show-related deadlines, ensuring the company's success, while also supervising staff professionalism and engaging with attendees to promote products.

Additionally, they handle any issues that arise during the event and organize supplementary activities like meetings and social functions as needed for clients and distributors.

Duties and Responsibilities: (subject to change)

Job Duties and Responsibilities:

1. Maintain Trade Show Information:

• Ongoing updates of the Codonics trade show calendar and database with relevant details like budgets, schedules, exhibitor information, and historical data
• Enter and release show orders timely and accurately in Fourth Shift and collaborate with shipping management for smooth preparation
• Ensure Codonics web sites and intranet listings are maintained and reviewed quarterly

2. Reporting and Documentation:

• Prepare post-show corporate summaries detailing ROI, costs, successes, and recommendations
• Manage trade show assets and ensure their return to Codonics after events; make recommendations for updates/replacement
• Ensure Codonics Trade Show-related documentation is kept up-to-date as processes evolve
• Responsible for trade show demo equipment pool tracking and reporting
• Research new trade show opportunities and create budgets as needed
• Review all invoicing for accuracy

3. Coordination and Communication:

• Act as the primary contact with exhibit houses and manage exhibit inventory
• Handle all documentation including contracts, show orders, show services, and travel arrangements for staff
• Liaise with Sales Department for deadlines and reminders
• Prepare staff memo and conduct pre-show meeting to review show plan prior to staff arrival on site

4. Logistics and Preparation:

Ensure timely delivery and return of demo equipment and materials for each trade show

Timely packing of all necessary items and maintain readiness of trade show materials

Submit approved booth layout/electrical plan to show management and exhibit house

Help coordinate with third-party vendors (furniture rental, mailers, booth components, etc.)

Maintain Marketing Goo