Trade Show Coordinator

Parkhill•Austin, TX

10h•Hybrid

About The Position

The Trade Show Coordinator owns day-to-day operational execution while supporting the Lead's overall program direction. This role ensures logistics are organized, branded items reinforce Parkhill’s identity, and reporting drives improvement. Oversees the pre-show planning, onsite execution, and post-show follow up for Parkhill’s growing trade show needs while also providing support to the Trade Show Lead. This is a full-time, exempt position paid on a salary basis.

Requirements

Bachelor’s degree in Marketing, Communications, Event Management, or related field (or equivalent experience)
3–5 years of progressive corporate trade show management experience
Proficiency in Microsoft Office
Familiarity with project management tools (i.e., Asana, Monday.com)
Experience with event management platforms (i.e., Swoogo, Cvent) and RSVP systems
Demonstrated experience independently managing multiple trade shows simultaneously from initial planning through onsite execution and post event reconciliation
Proven experience managing external vendors, including exhibit houses, general service contractors (GSC), installation and dismantling (I&D) providers, freight/shipping companies, promotional merchandise suppliers, hotels, and event venues
Demonstrated ability to develop and manage complex event timelines while coordinating multiple vendors, stakeholders, deadlines, and concurrent events
Strong financial acumen with the ability to develop show budgets, monitor expenditures, evaluate costs, identify savings opportunities, and maintain fiscal accountability
Having a service minded and adaptable mindset is critical for the success of this position
Ability to work on multiple shows simultaneously under tight deadlines and prioritize assignments accordingly
Strong attention to detail while maintaining the ability to think strategically and understand broader business and marketing objectives
Ability to travel as needed for meetings, events and trade shows with occasional evening and weekend travel requirements
Capable of providing effective assistance at the tradeshow booth as needed

Responsibilities

Leads trade show kickoff and touch base meetings with key stakeholders, conference participants, and Marketing team members to establish event objectives, identify support requirements, define responsibilities, and align on execution strategy.
Distributes post meeting notes and key action items to the team
Manages the booth selection process, strategically evaluating show floor placement and available options to maximize Parkhill’s visibility, accessibility, and overall presence
Evaluates sponsorship opportunities and associated benefits to determine strategic value, including opportunities for preferred booth placement, enhanced brand exposure, additional signage, logo placement, and other promotional opportunities
Manages trade show registration and sponsorship payments, ensuring expenses are accurately allocated to the appropriate cost centers and project codes
Determines the appropriate booth configuration and size for each trade show based on event size, audience, available space, branding requirements, and overall event objectives
Develops and manages booth logistics strategies, including determining whether exhibit assets should ship directly between events or route through Parkhill’s third-party storage and fulfillment vendors
Manages exhibit orders through vendor portals, ensuring booth components and supporting materials are accurately reserved and scheduled for each event
Partners with the Creative team to develop and coordinate trade show graphics, identifying required updates, rebranding, or co-branding needs and ensuring all materials adhere to Parkhill brand standards
Manages comprehensive trade show timelines and logistics, proactively tracking early-order, advance warehouse, shipping, service, and other critical deadlines to maximize cost savings and avoid expedited or late-order fees
Coordinates installation and dismantling (I&D) labor, freight, material handling, and shipping services to ensure exhibit materials arrive at advance warehouses and event venues within required timelines
Assess promo needs for each event and place orders based on anticipated attendance, inventory levels, budget, and lead times to maintain appropriate inventory while minimizing rush and expedited costs
Processes conference registrations and hotel accommodations for Parkhill attendees, ensuring reservations are completed within established deadlines and room blocks
Communicates lodging arrangements and logistics to the team
Works in conjunction with the marketing coordinators on the staffing plan for each show
Develops a comprehensive conference detail pack for attending staff, providing key information related to schedules, logistics, booth operations, event expectations, contacts, and other relevant details
Develops and manages trade show budgets, monitor expenditures throughout the planning cycle, identify opportunities for cost efficiencies, and ensure events remain within established financial parameters
Monitors the event communications inbox, ensuring inquiries and requests are addressed accurately and in a timely manner
Assists when needed on other team member’s shows
Monitors conference timelines for future booth selection and sponsorship opportunities
Leads onsite trade show and event operations, serving as the primary point of contact for execution and proactively resolving logistical or operational issues to ensure a seamless attendee and staff experience
Monitors booth installation activities and coordinate with installation teams, vendors, and show management to ensure the exhibit is fully installed, branded, and operational prior to show opening
Oversees final booth preparation, including furniture placement, promotional merchandise, collateral, signage, and other exhibit elements to ensure a professional and brand-consistent presentation
Manages onsite I&D labor and vendor resources to maximize efficiency, control labor expenses, minimize unnecessary supervisory fees, and ensure exhibit materials and equipment are properly handled, packed, and prepared for shipment
Coordinates onsite schedules, vendors, staff requirements, and event logistics to ensure successful execution throughout the duration of each trade show
Provides onsite support for meetings, conferences, client events, and trade shows as required
Manages post-event financial reconciliation, including reviewing invoices, processing applicable payments, validating charges, and ensuring expenses are assigned to the appropriate cost centers
Tracks event expenditures and prepares reporting related to trade show participation, promotional merchandise spending, budget performance, and resource utilization
Partners with internal teams to support accurate and timely capture of event, attendee, prospect, and business development information within Parkhill’s CRM
Coordinates the return, storage, or direct shipment of exhibit assets following each event, ensuring materials are properly accounted for and positioned for upcoming trade shows
Evaluates event execution and identify opportunities to improve processes, reduce costs, strengthen operational efficiencies, and enhance Parkhill’s presence at future conferences and trade shows
Compiles post show analytics to help drive internal understanding of the show’s effectiveness in terms of stakeholder feedback, available CRM/BD information, and performance data
Manages post-show swag inventory and retention by sector
Other duties as assigned