Events & Trade Show Coordinator

Description

• Event website creation and maintenance utilizing the Swoogo platform
• Show communications (i.e., Know Before You Go email, staff booth schedule etc)
• Meeting/event materials preparation
• Determine and place the show services order
• Participate in onsite meeting, event and trade show execution as needed.
• Oversee promotional item inventory via Parkhill’s third-party supplier, managing requests, budgets, and restocking.
• Coordinate booth setup and teardown and oversee these functions to ensure accuracy
• Prepare a trade show budget and monitor overall event spend to ensure fiscal responsibility and that budget parameters are met.
• Plan, organize, and manage Parkhill’s participation in trade shows by handling all logistical aspects, including but not limited to:
• Monitoring event communication email Inbox and providing timely responses
• Support event planners with logistics tracking, RSVP lists, and vendor coordination.
• Track budgets and provide reporting on event participation, promotional spend, and utilization.
• Collaborate with other divisions to ensure accurate and effective data input into Parkhill’s CRM.
• Cooth staff schedules for adequate coverage for all days of the show
• Ensure promotional items align with Parkhill brand and quality standards.
• Maintain a master calendar of internal and external events with deadlines, milestones and applicable attendee lists for calendar invites.
• Capture lessons learned, participation metrics, and event feedback for continuous improvement.
• Oversee trade show preparation, including but not limited to:

Requirements

• 3–5 years of event coordination, trade show management or marketing support experience.
• Bachelor’s degree in Marketing, Communications, Event Management, or related field (or equivalent experience).
• Capable of providing effective assistance at the tradeshow booth as needed.
• Ability to travel as needed for meetings, events and trade shows with occasional evening and weekend travel requirements.
• Ability to work on multiple events simultaneously under tight deadlines and prioritize assignments accordingly.
• Conference registrations
• Experience with event management platforms (i.e., Swoogo, Cvent) and RSVP systems.
• Familiarity with project management tools (i.e., Asana, Monday.com).
• Excellent budget management and time management skills.
• Proficiency in Microsoft Office.
• Highly organized, detail-oriented, service-minded, and adaptable.

Benefits

• Booth setup
• Booth transportation
• Well-Being: mental health care, culture committees, wellness program, charitable giving match.
• Investing in Your Future Growth: specialized training, continuing education, professional licensing, intern development programs, University of Parkhill.
• Life Balance: hybrid/flexible work schedules, flexible work environment, generous PTO, paid holidays.
• Client meal functions and reservations
• Hotel reservations
• Competitive Benefits: Multiple health plan options, FSA for dependent care, HSA contributions, employer 401k contribution, employer-paid basic life, short/long term disability coverage, performance bonuses.

Training + Development

Interview process

Visa Sponsorship

Security clearance