Events Coordinator

Sharp Performance

About The Position

Sharp Performance is hiring an Events Coordinator to own the logistics for trade shows and conferences, from contract through wrap-up, and support the go-to-market team. Reporting into Growth Marketing, this role works across Marketing, Sales, and Business Development. The field team books meetings and works the booth; the Events Coordinator ensures the related logistics are booked, shipped, and set up on time and within budget. The role is suited to an experienced organizer who can manage event details end to end and see their work come to life on the show floor. The Coordinator manages event registration, exhibitor deadlines, contracts, budgets, materials, shipping, preparation documents, travel, and hospitality. After events, they arrange return shipping, maintain booth-material inventory, reconcile costs, and document lessons learned. They also find and book speaking engagements for the Business Development team, maintain a shared calendar of events and deadlines, and support go-to-market leaders with travel, scheduling, and logistics. Success means events run on time and on budget without missed deadlines, the field team has a ready booth and reliable preparation documentation, and Business Development maintains a steady calendar of speaking opportunities.

Requirements

5 to 7 years of experience in event coordination, executive assistance, or both, including trade shows or conferences.
Experience running several events at once with overlapping deadlines.
Comfort negotiating with vendors and reading contracts.
Experience building and tracking event budgets.
Experience booking group travel and managing calendars for a busy team.
Clear written communication and a habit of documenting information so others can follow it; Notion experience is preferred.
Ability to remain calm under pressure when plans change close to an event.

Nice To Haves

Experience with events in public safety, government, or adjacent markets.

Responsibilities

Register booths and team members, and manage exhibitor deadlines, forms, and badge lists.
Negotiate and manage vendor contracts, including tracking deposits, payment dates, and cancellation terms.
Build and track budgets for events.
Order print materials, booth graphics, and giveaways, and coordinate shipping so materials arrive on time.
Create a Notion preparation document for each event covering schedules, booth setup instructions, staffing, meetings, and key contacts.
Book flights and hotels for the team.
Make restaurant reservations for customer dinners and team events.
Arrange return shipping and maintain an inventory of booth materials.
Reconcile invoices and expenses against event budgets.
Record event costs and lessons learned to inform future planning.
Find and book speaking engagements for the Business Development team.
Maintain a shared calendar of upcoming events, deadlines, and speaking opportunities.
Support go-to-market leaders with travel, scheduling, and logistics as needed.