Events and Conference Coordinator

Weston Solutions•West Chester, PA

About The Position

Weston Solutions, Inc. is seeking an Events and Conference Coordinator to support and elevate its growing conference, trade show, and client event program. The coordinator will own event logistics, vendor coordination, promotional merchandise management, attendee communication, conference materials, lead tracking, event promotion, and post-event coordination. The role involves managing multiple events with overlapping deadlines in a fast-paced environment and requires regular local travel to vendors and event partners located within approximately 30 minutes of Weston’s headquarters in West Chester, Pennsylvania. The coordinator will organize conferences, trade shows, client events, and sponsorships; manage event intake and planning processes; serve as the marketing contact for internal planning teams; and coordinate vendors, materials, budgets, event promotion, and lead follow-up. The role also supports conference strategy through research into conference, sponsorship, and speaking opportunities, as well as abstract submissions and speaker coordination.

Requirements

Bachelor's degree in Marketing, Communications, Event Management, Business, or a related field.
2–5 years of marketing experience, preferably coordinating conferences, trade shows, corporate events, or related programs.
Strong project management and organizational skills.
Strong writing skills and ability to develop clear, engaging marketing content, including brochures, LinkedIn posts, event promotions, and other communications.
Receptive to feedback and comfortable with iterative reviews and incorporating edits.
Experience managing vendors, budgets, and multiple concurrent projects.
Exceptional attention to detail and ability to produce high-quality, error-free deliverables.
An eye for effective design and ability to create compelling stories using graphical and textual elements.
Excellent communication and interpersonal skills.
Experience with Microsoft Office Suite, Adobe Acrobat, and SharePoint.
Proactive, able to prioritize multiple deadlines, and able to execute quickly.

Nice To Haves

Experience in professional services, engineering, consulting, or AEC industries.
Familiarity with CRM systems and lead management processes.
Experience supporting digital event promotion and email marketing campaigns.

Responsibilities

Coordinate logistics for conferences, trade shows, client events, and sponsorships.
Maintain an event intake process to capture requests, deadlines, deliverables, audiences, booth and promotional needs, and business development goals.
Serve as the primary marketing contact for conference planning teams and communicate timelines, requirements, available materials, approvals, and marketing support options.
Advise teams on booth displays, banners, branded materials, and collateral based on event audiences, service areas, messaging goals, and available inventory.
Lead event planning meetings and coordinate cross-functional stakeholders.
Manage shipping, travel coordination, and event timelines.
Manage relationships with conference vendors, printers, and promotional product suppliers.
Oversee conference SWAG inventory, ordering, and fulfillment.
Coordinate print collateral, booth displays, and event materials.
Manage invoices, payment tracking, and budget documentation to align event commitments with approved plans and deadlines.
Promote events through email, social media, and digital marketing channels.
Support lead capture and maintain event lead tracking processes.
Coordinate post-event reporting and follow-up with business development teams.
Research and recommend conferences, sponsorship opportunities, and speaking engagements.
Assist with abstract submissions and speaker coordination.