Events & Trade Show Contractor (part-time)

Merlin Labs • Boston, MA

3d

About The Position

This is a part-time role (10-20 hours per week, with peaks in late summer and fall) for a seasoned event and trade show professional. The individual will work directly with the CMO to build the trade show program from the ground up at a fast-scaling, recently public company. The role involves end-to-end logistics for 11 shows across the US and Europe in 2026, including two major physical asset debuts and four product launches. This is a front-row seat to an ambitious aerospace marketing program, requiring someone organized, resourceful, and comfortable operating with autonomy while keeping leadership informed. Experience in aerospace, defense, or deep tech events is preferred, along with an understanding of the specific shows on the company's calendar.

Requirements

• 3+ years of experience in event coordination, trade show management, or conference logistics, ideally in aerospace, defense, deep tech, or a similarly complex industry.
• Demonstrated ability to manage multiple vendors and workstreams simultaneously under tight deadlines.
• Strong organizational skills and meticulous attention to detail.
• Experience with large-format booth logistics, including coordination with exhibit houses, freight and shipping partners, and convention center or event venue operations.
• Strong written and verbal communication skills; comfortable interfacing directly with senior executives, external vendors, and event organizers with equal professionalism.

Nice To Haves

• Familiarity with AFA Warfare Symposium, SOF Week, EAA AirVenture Oshkosh, AFA Air Space & Cyber, Airlift/Tanker Association, Farnborough International Airshow, and their unique audiences, cultures, and logistics.
• Experience supporting product launches or major brand activations at trade shows.
• Exposure to public company communications and IR considerations around event announcements and external-facing activations.

Responsibilities

• Own end-to-end logistics for 11 trade shows annually, including coordination with event organizers, booth vendors, freight partners, and venue operators.
• Manage timelines, shipping, setup, teardown, and on-site staffing to ensure shows run on time and on budget.
• Plan and operationalize booth and activation experiences, integrating large-scale physical assets, coordinating VR and simulator activations, and managing signage.
• Coordinate attendee logistics, including hotel bookings, travel, badge registration, credential management, and on-site transportation.
• Support executive and media engagement at shows, including scheduling meetings.
• Maintain the daily show schedule and manage real-time adjustments.
• Track leads, maintain budgets, and report on ROI for each show.
• Work closely with Finance to build show budgets, track actuals, and produce post-show summaries.
• Help build the business case for the 2027 show slate.

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Education Level: No Education Listed