Trade Show & Events Coordinator

Monoflo International Inc•Winchester, VA

About The Position

The Trade Show & Events Coordinator owns the detailed planning, coordination, and execution of Monoflo trade shows, conferences, sponsorships, customer events, and selected internal events. The role is the operational hub for timelines, vendors, logistics, assets, staffing plans, and event requirements from initial commitment through post-event closeout. The marketing team leads event strategy, messaging, sales enablement, and content development; the coordinator translates those plans into organized, timely execution and ensures planned promotional activities happen alongside each event. The coordinator works across internal teams and external partners to manage event operations, budgets, promotional schedules, booth assets, and closeout. The role requires travel and on-site event work, including extended periods of standing and moving event materials within reasonable limits.

Requirements

Bachelor's degree in marketing, communications, business, hospitality, event management, or a related field, or equivalent practical experience.
3 to 5 years of experience in trade show operations, corporate events, project coordination, marketing operations, or a related role.
Demonstrated ability to manage multiple schedules, vendors, and deadlines while maintaining attention to detail.
Strong written and verbal communication skills and confidence following up with internal and external partners.
Proficiency with Microsoft Office.
Ability to travel and perform on-site event work, including extended periods of standing and moving event materials within reasonable limits.

Nice To Haves

Experience with project management, CRM, event registration, or lead capture platforms.

Responsibilities

Build and maintain detailed project plans, deadlines, run-of-show documents, and event checklists for assigned programs.
Manage exhibitor registrations, sponsorship deliverables, show forms, badges, housing blocks, and required event documentation.
Coordinate booth services, including material handling, labor, electrical, internet, furnishings, cleaning, catering, and audiovisual needs.
Coordinate outbound and return shipping of booth properties, products, literature, giveaways, and equipment, including advance warehouse and direct-to-show deadlines.
Manage setup and teardown plans and provide on-site support for priority events.
Maintain booth properties, event supplies, and inventory records between events.
Create an operating calendar for each event and ensure pre-event, on-site, and post-event promotional activities are scheduled and completed.
Coordinate with marketing team members on due dates for invitations, landing pages, social posts, email campaigns, signage, presentations, literature, and giveaways.
Coordinate with sales leaders on booth staffing, schedules, customer meetings, training, and event communications.
Lead event status meetings, document decisions, assign action items, and follow up with owners until work is complete.
Ensure approved messaging and brand assets are implemented consistently across event touchpoints.
Serve as the day-to-day contact for show organizers, exhibit partners, venues, printers, freight providers, and other event vendors.
Obtain quotes, issue purchase requests, track commitments, and maintain accurate event budgets.
Review vendor invoices against approved scopes and resolve discrepancies.
Maintain contracts, certificates, shipping records, floor plans, service orders, and final event files in an organized shared system.
Identify recurring issues and improve templates, timelines, and processes for future events.
Coordinate lead-file delivery, data cleanup, and handoff to the appropriate marketing and sales owners.
Compile final attendance, spend, operational observations, and stakeholder feedback.
Lead a concise post-event review and document recommended improvements.
Confirm return of assets, final invoices, and budget closeout.