Trade Show Freight Operations Manager

The Association for Packaging and Processing Technologies•Herndon, VA

2d•Hybrid

About The Position

Summary of the Position: The Manager is responsible for managing all freight & rigging operations for multiple large-scale machinery trade shows, including pre-show planning, on-site management of the marshalling yard and exhibit hall labor, customer service and post-show reconciliation. This role ensures the smooth, cost-effective, and timely handling of exhibitor materials, coordinating with contractors, labor, staff, and exhibitors to deliver high-quality freight experiences. Duties and Responsibilities: Pre-Show Planning Develop comprehensive freight operation plans, schedules, and logistics timelines for the event. Coordinate with advanced warehouse, transportation providers, and venue operations teams. Provide freight-related content and service descriptions for the Exhibitor Service Manual. Forecast freight volumes, equipment and staffing needs. Prepare budgets, target plans, and operational plans for marshalling yard and freight desks. Bid, negotiate, and coordinate all necessary equipment rentals (forklifts, ramps, dollies, etc.). Advanced understanding of on-site freight & rigging personnel on policies, procedures, and freight management software. On-Site Freight Management Oversee all inbound & outbound freight operations, including marshalling yard activities, traffic & dock management, and freight & rigging desk operations. Manage the flow of exhibitor materials to and from the show floor. Coordinate equipment rentals and ensure proper allocation of equipment to implement on-site move-in, booth work and outbound. Supervise freight staff, union labor, and independent contractors to ensure safety, accuracy, and on-site implementation of policies and procedures. Troubleshoot issues such as missing freight and delivery delays. Exhibitor & Customer Service Assist exhibitors with target date changes, warehouse questions, shipping instructions, and service orders. Coordinate with exhibitors and other show contractors to create inbound and outbound freight plan. Provide clear communication on freight policies and timelines. Serve as main point of contact for exhibitors for freight issues post-show Vendor & Contractor Management Source, evaluate, and secure bids for advanced warehouse, equipment vendors, transportation providers and service suppliers for show freight operation. Contract and oversee independent contractors for freight operations. Ensure all partners meet performance, safety, and service standards. Reconcile invoices and operational charges post-show. Post-Show Operations Oversee closing of marshalling yard and final freight desk operations. Assist with forced/missing freight issues post-show, including working with official carriers and advanced warehouses on re-routes. Conduct post-show audits and analyze operational performance. Complete final billing, vendor reconciliation, and after-action reporting. Compliance & Safety Ensure all freight operations comply with venue regulations, union contracts, federal transportation laws, and safety protocols. Promote and enforce safe handling procedures for staff and contractors. Additional Responsibilities Participate in all required pre-show and post-show planning meetings. Provide recommendations for process improvements, cost savings, and operational efficiency. Support any additional freight-related tasks required to successfully executing the trade show.

Requirements

At least 8+ years of experience in freight operations, logistics management, or event operations.
Proven experience managing freight or logistics for trade shows, exhibitions, or large events.
Experience contracting and managing third-party freight and labor vendors.
Budgeting and financial reconciliation experience, including negotiating bids and managing cost control.
On-site management experience, preferably at large-scale events, including supervising labor crews and managing freight desks.
Strong vendor management skills and a record of working with union labor.
Excellent project management and organizational skills.
Strong communication and customer service abilities, able to interface with exhibitors, internal teams, and vendors.
Negotiation skills for vendor contracting, equipment procurement, and labor agreements.
Proficiency in freight management software, Excel, and logistics planning tools.
Problem-solving skills, particularly for on-site issues such as missing freight, schedule disruptions, and staffing.
Leadership skills for managing temporary/contract labor, union workers, and subcontractors.
Knowledge of safety regulations, venue rules, and transportation compliance.
Willingness to travel to show locations (e.g., Chicago, Las Vegas, Philadelphia, Atlanta) and work on-site during show weeks.
Ability to work flexible hours, including nights and weekends, during load-in and load-out phases.
Some international travel to Mexico City events if needed.

Responsibilities

Develop comprehensive freight operation plans, schedules, and logistics timelines for the event.
Coordinate with advanced warehouse, transportation providers, and venue operations teams.
Provide freight-related content and service descriptions for the Exhibitor Service Manual.
Forecast freight volumes, equipment and staffing needs.
Prepare budgets, target plans, and operational plans for marshalling yard and freight desks.
Bid, negotiate, and coordinate all necessary equipment rentals (forklifts, ramps, dollies, etc.).
Oversee all inbound & outbound freight operations, including marshalling yard activities, traffic & dock management, and freight & rigging desk operations.
Manage the flow of exhibitor materials to and from the show floor.
Coordinate equipment rentals and ensure proper allocation of equipment to implement on-site move-in, booth work and outbound.
Supervise freight staff, union labor, and independent contractors to ensure safety, accuracy, and on-site implementation of policies and procedures.
Troubleshoot issues such as missing freight and delivery delays.
Assist exhibitors with target date changes, warehouse questions, shipping instructions, and service orders.
Coordinate with exhibitors and other show contractors to create inbound and outbound freight plan.
Provide clear communication on freight policies and timelines.
Serve as main point of contact for exhibitors for freight issues post-show
Source, evaluate, and secure bids for advanced warehouse, equipment vendors, transportation providers and service suppliers for show freight operation.
Contract and oversee independent contractors for freight operations.
Ensure all partners meet performance, safety, and service standards.
Reconcile invoices and operational charges post-show.
Oversee closing of marshalling yard and final freight desk operations.
Assist with forced/missing freight issues post-show, including working with official carriers and advanced warehouses on re-routes.
Conduct post-show audits and analyze operational performance.
Complete final billing, vendor reconciliation, and after-action reporting.
Ensure all freight operations comply with venue regulations, union contracts, federal transportation laws, and safety protocols.
Promote and enforce safe handling procedures for staff and contractors.
Participate in all required pre-show and post-show planning meetings.
Provide recommendations for process improvements, cost savings, and operational efficiency.
Support any additional freight-related tasks required to successfully executing the trade show.