Event Marketing and Tradeshow Coordinator

Illuminate Education - Irvine, California - Full time

Position OverviewReporting to the Director of Events, the Event Marketing & Tradeshow Coordinator is an experienced, dynamic event professional who enjoys the challenge of delivering both small-scale and medium-scale innovative programs. The ideal candidate will be insightful, creative, and collaborative, and have a passion for creating strategic marketing programs that drive results. S/he will apply analytics and insights to better understand target audiences, their behaviors and interests, and improve engagement while driving the continual optimization of tradeshow performance. This individual will be highly visible at tradeshows, industry conferences, communications and thought leadership. The Event Marketing & Tradesow Coordinator will work closely with the sales team to ensure successful execution of national tradeshows and sponsorship programs (4+ large events annually; 75+ small events annually). The successful candidate will be responsible for planning, coordinating, executing and measuring ROI on all national meetings, tradeshows and local sponsorships.Key Responsibilities

  • Manage overall tradeshow and sponsorship program including streamlining operations, vendor management and tradeshow portfolio.
  • Maintain detailed schedule and events calendar and evaluate all national and regional industry tradeshows and sponsorships to ensure proper alignment with the sales team to achieve maximum exposure to the industry while considering budgets and personnel resources.
  • Ensure that the highest standards of tradeshow planning and delivery are maintained through consistent and standardized delivery of all tradeshows.
  • Assist in strategy and marketing plans that deliver engagement, leads, pipeline, and sales.
  • Support presentation development for each event which includes coordinating topics with SMEs, and establishing timelines for content development, reviews and finalization.
  • Coordinate and manage the internal process with SME/customer and external vendors in the design, review and production of literature, promotional items and tradeshow materials to ensure project and organization objectives.
  • Assist with the production of marketing materials by negotiating with vendors for print buying and checking copy against SME input.
  • Negotiate and manage supplier network for exhibit necessities (e.g. exhibit components, booth talent, third party vendors).
  • Contribute to sales team success at national tradeshows by managing work schedules, external vendor set-up and tear down on show floor as well as shipments of booth properties.
  • Determine appropriate equipment and products needed for event exhibits based on size and audience.
  • Coordinate shipment of properties and show services with contractors (I&D, drayage, electrical, rigging, and lighting).
  • Manage inventory for national and regional events including booths, promotional materials and marketing literature.
  • Lead communication to the staff and internal teams on event logistics. Including pre-show meetings, daily recaps, and post-show results.
  • Lead onsite management of national tradeshows as needed by supervising booth set-up, organizing staff and handling any onsite issues that arise.
  • Enter leads into CRM system, create event pages, work with others to create pre- and post- event lead gen campaigns, and conduct follow-up surveys for staff.
  • Coordinate required contracts and financial arrangements/ process required payments.
  • Prep event planning documentation pre-show and post-show statistics.
  • Create and manage project plans; oversee productivity across all departments to keep projects on budget and on time.
  • Provide periodic progress reports to management for each event project.
  • Keep track of event finances including check requests, invoicing, and reporting spend.

Desired Skills & Experience

  • Bachelor’s degree in marketing or related field.
  • 3+ years of relevant experience in a corporate or agency position.
  • Experience using CRM system, Pardot and Salesforce experience preferred.
  • Education technology industry experience a plus.
  • Strong project coordination skills; ability to work independently; ability to coordinate multiple projects and priorities with varying degrees of complexity; resourceful problem solver; detail- and schedule-oriented.
  • Excellent interpersonal, verbal and written communication and ability to interface with a variety of people.
  • Exceptional customer service skills.
  • Willingness to travel - job requires up to 15-20% travel.
  • Ability to lift up to 35 lbs.
  • Experience in marketing, lead generation, tradeshows and corporate event management.

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Experience Level

Mid Level

Illuminate Education

Illuminate Education partners with K-12 educators to equip them with data to serve the whole child and reach new levels of student performance.

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