Trade Show Director jobs in Cleveland, OH

Description

Job Title:              Trade Show Coordinator                                                   

Status:                  Exempt

Department:        Marketing Communications

Reports to:           Vice President of Communications

Hours:                   8:30 a.m. – 5:30 p.m., flexible, travel required, full time,

                              One work-from-home day per week is permitted

Job Summary:

The Trade Show Coordinator works closely with the Marketing Department and oversees the planning and execution of the company's trade shows from start to finish, beginning with creating the show schedule and concluding with booth dismantle. They compile comprehensive summaries after each event to inform future decisions.

The role requires meticulous advance planning, including budget estimation for all aspects of the show. During exhibitions, the Coordinator manages all show-related deadlines, ensuring the company's success, while also supervising staff professionalism and engaging with attendees to promote products.

Additionally, they handle any issues that arise during the event and organize supplementary activities like meetings and social functions as needed for clients and distributors.

Duties and Responsibilities: (subject to change)

Job Duties and Responsibilities:

1. Maintain Trade Show Information:

• Ongoing updates of the Codonics trade show calendar and database with relevant details like budgets, schedules, exhibitor information, and historical data
• Enter and release show orders timely and accurately in Fourth Shift and collaborate with shipping management for smooth preparation
• Ensure Codonics web sites and intranet listings are maintained and reviewed quarterly

2. Reporting and Documentation:

• Prepare post-show corporate summaries detailing ROI, costs, successes, and recommendations
• Manage trade show assets and ensure their return to Codonics after events; make recommendations for updates/replacement
• Ensure Codonics Trade Show-related documentation is kept up-to-date as processes evolve
• Responsible for trade show demo equipment pool tracking and reporting
• Research new trade show opportunities and create budgets as needed
• Review all invoicing for accuracy

3. Coordination and Communication:

• Act as the primary contact with exhibit houses and manage exhibit inventory
• Handle all documentation including contracts, show orders, show services, and travel arrangements for staff
• Liaise with Sales Department for deadlines and reminders
• Prepare staff memo and conduct pre-show meeting to review show plan prior to staff arrival on site

4. Logistics and Preparation:

• Ensure timely delivery and return of demo equipment and materials for each trade show
• Timely packing of all necessary items and maintain readiness of trade show materials
• Submit approved booth layout/electrical plan to show management and exhibit house
• Help coordinate with third-party vendors (furniture rental, mailers, booth components, etc.)
• Maintain Marketing Google calendar and prepare reminders on weekly basis until all show to do’s are completed by anyone who has a deliverable
• Prepare and pack demo accessories (e.g. drug vial and syringe kits)

5. Event Participation and Support:

• Lead pre-show planning meetings
• Attend trade shows as required
• Distribute necessary memos
• Help greet customers in the booth, take leads and conduct product demos

6. Marketing and Branding:

• Maintain trade show marketing calendar and update corporate intranet with relevant show information
• Collaborate with sales and communications teams to set objectives and maximize branding efforts.
• Work with VP of Comm/Creative Manager to ensure booth layout and graphics are appropriately prepared

7. Inventory Management and Technical Support:

• Ensure leads are collected and disbursed immediately following a show
• Ensure functionality of hardware and promptly report any issues for resolution
• Set up marketing equipment to be tested prior to show shipping and coordinate testing with Product Management/Sales prior to packing
• Maintain sales literature library
• Ensure marketing cage is kept clean and tidy and appropriate valuables are kept secured

8. International Engagement:

• Communicate with Codonics distributors regarding attendance, badge requirements, etc. at international trade shows
• Facilitate timely shipment of demo equipment and support international logistics
• Help prepare/track show meeting schedules
• Coordinate international shipments by working closely with Shipping Manager and VP Business & Technology Integration and International Affairs

9. Training and Support:

• Provide trade show etiquette training and support to staff
• Assist with additional responsibilities as needed

Required Skills:

• Highly organized and effective at multitasking
• Strong attention to detail and ability to work well under pressure
• Excellent interpersonal skills and ability to maintain good relationships
• Strategic thinker with strong communication and problem-solving abilities
• Proficient in computer skills, including Microsoft Office
• Global travel
• Ability to read blueprints and understand measurements, including metric conversions

Education and/or Experience:

• Bachelor degree in Communications, Marketing (or similar) required
• Trade show experience preferred.

Codonics is an AA/EEO Employer – M/F/Disabled/Veteran

Qualifications