Events Specialist

Trellance LLC•Tampa, FL

4d•Onsite

About The Position

The Events Specialist owns the planning, coordination, and ongoing management of Trellance Cooperative Holdings, Inc. Industry and League Events. This role manages the administrative and logistical work required to support successful industry tradeshows, and other designated industry initiatives, while equipping attending employees to execute onsite. The position also includes a hands-on Event Planner/Coordinator component, assisting the Sr. Director, Meetings & Events and Sr. Event Manager with assigned logistics for flagship company events, client appreciation events, internal meetings, and other Trellance-sponsored events. The role partners closely with internal stakeholders and external vendors to support attendee engagement, lead-generation goals, accurate event tracking, and continuous improvement.

Requirements

Minimum of 3-4 years of experience in tradeshows, event planning, corporate events, client engagement required.
Proficiency in Salesforce CRM and Asana project management software.
This position requires approximately 15% - 20% travel, including occasional weekends.
Must be able to carry/lift up to 35-40 lbs.
Valid driver’s license is required.

Nice To Haves

CSEP or CMP designations are highly regarded.
A degree in Hospitality, Event Management, or a related field is preferred but not required.
Prior experience in the Credit Union or Financial Services industry, preferably within a technology-focused organization, is preferred.
Experience building and managing event registration platforms, preferably Bizzabo or a similar platform.
Experience creating event diagrams in Social Tables preferred.

Responsibilities

Own the end-to-end planning, coordination, and management of 70+ annual Industry Events.
Create and maintain the detailed annual Industry Events calendar and related campaigns in Salesforce to ensure accurate tracking, reporting, and visibility.
Schedule and facilitate biweekly Industry Event meetings with the appropriate stakeholders.
Review Industry and League Events for speaking opportunities, sponsorship availability, and other participation options.
Coordinate and manage Industry Event sponsorships in collaboration with stakeholders and the Events team, using historical data and performance insights to provide informed recommendations.
Coordinate registration for all employee attendees.
Create and distribute employee attendee communications, including KBUGs, with clear event logistics, schedules, participation details, and onsite instructions.
Coordinate required external event-management platforms and maintain timely communication with show organizers and event partners.
Order and manage required audiovisual services, material handling, booth services, and other show services for Industry Events.
Partner with attending onsite teams to determine booth needs and prepare collateral, giveaways, signage, and other event materials.
Research and recommend booth and display options for Trellance lines of business participating in Industry Events.
Coordinate outbound and return shipping for Industry tradeshow booths and materials, and confirm receipt with attending onsite teams.
Develop detailed onsite execution plans for attending employees, including booth placement, brand visibility, sponsorship deliverables, staffing expectations, and key event logistics.
Serve as the primary offsite point of contact for Industry Event questions and logistical support before, during, and after each event.
Upload and maintain event attendee lists and other required event information in Salesforce.
Work with Demand Generation to support attendee engagement before, during, and after Industry Events.
Gather and analyze event participation, lead information, survey feedback, and other available results.
Collect photos from Trellance employees attending onsite and provide approved content to support social media engagement.
Assist the Sr. Director, Meetings & Events and Sr. Event Manager with the planning and execution of flagship and company events, including NEXUS, GAC (Governmental Affairs Conference), Road Shows, Client Appreciation events, and internal meetings.
Build and manage event registration sites and mobile apps in Bizzabo for assigned larger-scale meetings and events.
Assist with the development of Sponsorship Prospectus’ and act as the key contact for contracting, payments and delivery.
Provide hands-on event planning support for assigned company events, including registration, attendee communications, vendor follow-up, event materials, onsite and offsite dinners, catering, specialty activities, and other event-related logistics.
Research and procure giveaways, promotional items, and event attire, as assigned.
Create and distribute post-event surveys using SurveyMonkey, Microsoft Forms, or other approved platforms.
Participate in employee and stakeholder meetings before and after events and during assigned company events, as needed.
Collect and organize post-event feedback for recap meetings, respond to employee questions, and help identify opportunities for improvement.
Coordinate and maintain relationships with third-party vendors, including agencies, freelancers, production teams, audiovisual partners, hotel contacts, and entertainment providers.
Participate in Revenue Team meetings and pre-event stakeholder presentations, as needed.
Perform additional duties as assigned by the Sr. Director, Meetings & Events and Sr. Event Manager.