Events Coordinator

Cupix•Round Rock, TX

7d•$55,000 - $65,000

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, budgeting, and performance reporting. It is a hands-on role with ownership of event logistics and outcomes, supporting Cupix’s field presence and customer engagement. The coordinator manages trade shows, industry conferences, customer workshops, owned events, and partner activations from planning through onsite execution and follow-up. The role works cross-functionally with Sales, Customer Success, Product, Marketing, Design, and Accounting, and coordinates with organizers, venues, exhibition contractors, and vendors. Domestic travel, including travel to Canada when required, is needed for onsite event support, with travel 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 ensuring deadlines are met.
Experience owning budgets, including purchase orders, invoice reconciliation, expense tracking, and vendor negotiation.
Calm, resourceful problem-solving under pressure, with the judgment to resolve issues on a show floor independently.
Ability to travel domestically and to Canada when required for onsite event support.

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 built-environment industries.
Familiarity with international event logistics, including customs documentation for cross-border shipments to Canada.

Responsibilities

Own the North American event calendar, from venue research and booth planning through onsite setup and teardown.
Create project plans, timelines, run-of-show documents, staffing plans, and checklists for event milestones, deadlines, responsibilities, booth requirements, approvals, and contingency planning.
Serve as the primary contact for 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 at high-priority events and provide remote troubleshooting and support for staff at other events.
Source, negotiate, and manage venues, production teams, AV providers, caterers, and other event 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, and logistics for speakers, VIPs, and attending staff, including schedules, communications, hospitality, badge registration, and onsite support.
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 actuals against forecasts, and surface cost risks or surplus to marketing and finance leadership.
Identify cost-saving opportunities and negotiate vendor pricing while maintaining quality.
Handle purchase orders, invoices, and expense reconciliation with the accounting team.
Track event performance, including registrations, meetings booked, leads captured, and pipeline contribution, and produce post-event reports on cost, outcomes, and ROI.
Maintain CRM data quality for event-sourced contacts to support accurate marketing and sales attribution.
Use performance data and attendee feedback to recommend future event-program investments and changes.
Create repeatable processes, including playbooks, supplier databases, and post-event reporting templates.