What are the responsibilities and job description for the Trade Show Coordinator position at KAIJET TECHNOLOGY INTERNATIONAL LIMITED, INC.?
Responsibilities include but are not limited to :
- Meeting all deadlines and "early bird" deadlines set by tradeshow hosts
- Order booth services and utilities such as carpet, electrical, internet, etc.
- Book show staff accommodations
- Book show staff airport transportation
- Apply for and obtain badges for trade show staff and guests
- Assist with creating project timelines, plans, and concepts covering all aspects of event production
- Update show portals - always use events email for all logins
- Support the event planning process via internal and external communications
- Call show hosts for information as needed
- Make phone calls to necessary people to complete trade show setup
- Coordinating pallet builds for show and logging inventory to show
- Organizing meetings with relevant staff to ensure everything is done for the show
- Shipping for all tradeshows
- Tracking shipments to and from show site
- Working with booth builders
- Prepare event briefing materials (e.g., workplan, post-event debrief, communications to clients and management)
- Assist with design, content and messaging for all event and presentation materials while understanding and ensuring proper brand messaging
- Inventory and supervise pallet breakdown after show
- Maintain inventory of booth supplies
- Keep track of event expenses and ensure accounts payable receives all invoices. Maintain the trade show database and update what payments have been made and what still needs to be made.
- Attend & work shows as needed
- Post daily updates about shows on Teams
- Post staff accommodations, flights, transportation, etc. on appropriate Teams chat for each tradeshow
- Keep trade show spread sheet up to date
- Follow guidelines set out by our Trade Show SOP
- Ensure all contracts are sent to Nicole or Kimberly to be reviewed and signed
- Follow individual trade show guidelines
- Assist EU sales team as needed
- Other tasks as assigned
- Qualifications
- Bachelor's degree in a related field with 1 year(s) of event planning experience, or equivalent combination of education and experience.
- Prior trade show experience strongly preferred
- Ability to work in a fast-paced environment, with multiple and changing priorities while maintaining strong focus on execution and results
- Strong interpersonal and collaboration skills with an ability to communicate at all levels of an organization both internally and externally
- Excellent written and verbal communication skills, including presentation skills
- Strong organizational and planning skills
- Detail-oriented with excellent follow-up, budgeting, and time management skills
- Adept at handling multiple complex projects simultaneously under pressure to meet tight deadlines
- Must be proficient in Microsoft Office suite of products (including strong knowledge of Excel)
