Trade Show Coordinator

Pre-Show Planning & Coordination

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

Onsite Responsibilities & Operations

• 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

Post-Show Management & Reporting

• 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