Conference and Event Coordinator

Forsite Consultants Ltd•Calgary, AB

2d•CA$22 - CA$26•Hybrid

About The Position

Forsite brings aerial LiDAR, pipeline patrol, wildfire science, professional forestry, and environmental analytics together under one roof, giving operators across North America a single, credentialed partner for the intelligence their decisions depend on. We unlock essential intelligence through geospatial ingenuity — and that standard applies as much to how we run our conferences and client events as it does to the data we collect. The Conference Coordinator keeps Forsite's presence at industry conferences, trade shows, and client events running without a hitch. This is a hands-on, detail-driven role covering everything from registration and hotel bookings through to the boxes that get shipped, the booth that gets built, and the slides that get presented on stage. You will work closely with the Sales Operations Manager and vertical leads to plan each event, execute the logistics, and support the social media presence that carries the event beyond the room.

Requirements

2+ years of experience in event coordination, conference planning, administrative support, or a related logistics role.
Proficiency with Microsoft Office (Word, PowerPoint, Excel, Outlook); experience with HubSpot or a similar CRM is an asset.
Comfortable managing multiple vendors, deadlines, and budgets at the same time.
Valid driver's licence and ability to travel to conferences and trade shows periodically, including some evenings and weekends around event dates.
Ability to lift and pack boxes of booth materials (up to 25 kg) as part of shipping logistics.

Nice To Haves

Experience with HubSpot or a similar CRM

Responsibilities

Manage attendee, sponsor, and speaker registrations for industry conferences and trade shows, tracking deadlines and confirming details with venues and organizers.
Book hotel blocks and individual accommodations for staff travelling to conferences, balancing cost, location, and Forsite's travel policy.
Coordinate exhibition space, booth registration, and vendor requirements for trade show floors, including electrical, furniture, and AV orders.
Process conference-related payments and invoices, track spend against event budgets, and reconcile expenses with the finance team.
Plan and execute the packing, shipping, and receiving of booth displays, signage, giveaways, and materials to and from event venues, tracking shipments and troubleshooting delays.
Support pre-, during-, and post-event social media coverage in coordination with the marketing team, capturing photos and content on-site.
Coordinate the design, proofing, and print production of banners, brochures, business cards, and other conference collateral.
Format and finalize PowerPoint presentations for conference speaking engagements and client meetings, working from content supplied by subject-matter experts.
Plan and support Forsite's internal summer and winter staff gatherings, coordinating venue, catering, and supplies alongside the same logistics used for client events.
Support the planning and coordination of client engagement events, working with sales and vertical leads to organize logistics, invitations, and on-site delivery.
Assemble swag packs and gift materials for client meetings and events, tracking inventory and reordering branded merchandise as needed.
Handle general event-related administration, including grant writing and tracking, and compiling analytics and ROI reporting for conferences and events.