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 role owns event logistics, vendor coordination, SWAG management, attendee communication, conference materials, lead tracking, event promotion, and post-event coordination. The position is based in West Chester, Pennsylvania, and requires regular local travel to vendors and event partners within approximately 30 minutes of Weston’s headquarters. The coordinator plans and supports conferences, trade shows, client events, and sponsorships; works with internal planning teams and cross-functional stakeholders; and helps ensure event plans align with audiences, messaging, business development goals, approved budgets, and deadlines. The role also supports marketing and lead generation, conference research and strategy, abstract submissions, and speaker coordination. The ideal candidate has 2–5 years of marketing experience, preferably coordinating corporate events, conferences, or trade shows, and can manage overlapping deadlines in a fast-paced environment.

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 the ability to develop clear, engaging marketing content, including brochures, LinkedIn posts, event promotions, and other communications.
Receptiveness to feedback and comfort with iterative review, incorporating edits to strengthen content.
Experience managing vendors, budgets, and multiple concurrent projects.
Exceptional attention to detail and a track record of producing high-quality, error-free deliverables.
An eye for effective design and the ability to create compelling stories using graphical and textual elements.
Excellent communication and interpersonal skills.
Experience with Microsoft Office Suite, Adobe Acrobat, and SharePoint.
A proactive, can-do attitude and the ability to prioritize multiple deadlines and execute quickly.
Ability to travel locally to vendors and event partners within approximately 30 minutes of Weston’s headquarters.

Nice To Haves

Experience within 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 capturing requests, deadlines, deliverables, audiences, booth and promotional needs, and business development goals.
Serve as the primary marketing contact for conference planning teams, communicating timelines, requirements, available materials, approval needs, 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 activities with business development teams.
Research and recommend conferences, sponsorship opportunities, and speaking engagements.
Assist with abstract submissions and speaker coordination.