Events Coordinator

Cupix • Round Rock, TX

3d

About The Position

Cupix is seeking an Events Coordinator to own execution of its North American event program. The role covers the operational lifecycle of events, including booth graphics, demo hardware, branded merchandise, shipping, inventory, budgets, and performance reporting. It is a hands-on role with ownership of event logistics and outcomes, serving as a point of contact for Sales and other teams.

The coordinator manages trade shows, industry conferences, customer workshops, owned events, and partner activations from research and planning through onsite setup and teardown. The role also manages vendors, programming logistics, attendee-facing operations, event materials and inventory, annual and event-level budgets, financial administration, CRM data quality, and post-event reporting. Domestic travel and travel to Canada when required are expected for onsite event support, concentrated around peak event season.

Requirements

• 2 to 3 years of experience in event management, trade show coordination, or marketing operations in a B2B environment, with hands-on ownership of events from planning through post-event reporting.
• Demonstrated experience managing trade show logistics, booth builds, and show floor operations.
• Strong project management skills, including working backward from event dates, tracking details, and meeting deadlines.
• Experience owning budgets, including purchase orders, invoice reconciliation, expense tracking, and vendor negotiation.
• Calm and resourceful under pressure, with sound judgment to solve problems onsite without waiting for permission.
• Ability to travel domestically and to Canada when required for onsite event support, with travel concentrated around peak event season.

Nice To Haves

• Working knowledge of CRM and marketing automation platforms such as HubSpot or Salesforce, including how event data flows into them.
• Experience in construction, AEC, proptech, or the built environment industries.
• Familiarity with international event logistics, including customs documentation for cross-border shipments to Canada.

Responsibilities

• Own Cupix's North American event calendar, covering trade shows, industry conferences, customer workshops, owned events, and partner activations from venue research and booth planning through onsite setup and teardown.
• Build project plans, timelines, run-of-show documents, staffing plans, and checklists for milestones, deadlines, responsibilities, booth requirements, approvals, and contingency planning.
• Serve as the primary point of contact with show organizers, exhibition services contractors, and venue partners.
• Lead cross-functional planning with Sales, Customer Success, Product, and Marketing to align staffing, demonstrations, messaging, and promotional campaigns.
• Manage onsite execution for high-priority events and provide remote troubleshooting and support for staff at events not attended in person.
• Source, negotiate, and manage venues, production teams, AV providers, caterers, and other vendors, including contracts, deliverables, insurance, and compliance documentation.
• Coordinate event programming with Marketing, including session development, speaker management, agenda development, and event flow.
• Manage travel, accommodations, schedules, communications, hospitality, badge registration, and onsite support for speakers, VIPs, and staff.
• Oversee attendee-facing logistics, including registration, ticketing, attendee communications, and onsite signage.
• Research, source, and procure branded merchandise, event signage, VIP gifts, and staff apparel while balancing quality, lead time, and cost.
• Maintain centralized inventory of marketing materials, booth graphics, and demo hardware, including condition tracking, maintenance, and replacement planning.
• Direct shipping, tracking, and return logistics for event materials and customer gifting requests.
• Partner with Marketing and Design to brief, review, and approve event creative in accordance with brand guidelines and campaign messaging.
• Manage the annual events and marketing materials budget, including sponsorships, booth space, travel, shipping, and equipment costs.
• Build event-level budget plans, track actual spending against forecasts, and surface cost risks or surpluses to marketing and finance leadership.
• Identify cost-saving opportunities and negotiate vendor pricing while maintaining quality.
• Handle purchase orders, invoices, and expense reconciliation in coordination with Accounting.
• Track event performance, including registrations, meetings booked, leads captured, and pipeline contribution, and produce post-event reports on costs, outcomes, and ROI.
• Maintain CRM data quality for event-sourced contacts so attribution flows accurately into marketing and sales reporting.
• Use performance data and attendee feedback to recommend future program investments and improvements.
• Create repeatable processes, including playbooks, supplier databases, and post-event reporting templates.

Benefits

• Medical, dental, and vision plans for employees and their families.
• Optional life, accident, and critical illness coverage.
• Short- and long-term disability.
• Flexible PTO, paid holidays, and sick leave.
• A day off for the employee's birthday.
• $50 per month toward phone and internet.
• 401(k), HSA/FSA, and an Employee Assistance Program.
• Paid parental leave.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed