Event Manager

POSITION SUMMARY:

The Events Manager oversees the planning and coordination of all company tradeshows, conferences, VIP customer events, and annual sales meetings.

This role is responsible for managing the full lifecycle of tradeshows, including maintaining the 18-month event calendar, budget, and guiding each event from initial contract review through post-event reports.

The position ensures seamless execution, budget management, and cross-functional collaboration to align with marketing campaign objectives.

The Events Manager role oversees multiple functions simultaneously, including large-scale trade show execution, coordination of smaller customer and tabletop events, and fulfillment of sales team requests for marketing collateral and promotional materials.

Responsibilities also include inventory tracking and replenishment, the overall events and collateral budget, and the annual sales meeting.

The ideal candidate will have recent experience (within the past five years) serving as the tradeshow lead, with full ownership from initial planning through onsite execution.

This includes space selection, contract negotiation, coordination of show services, ensuring compliance with event guidelines, and managing logistics such as shipping, installation, and dismantling.

The role also requires prepping booth staff and ensuring all marketing assets, videos, product demos, and equipment are ready in collaboration with marketing, sales, and product teams, as well as coordinating with international counterparts.

In addition, the Events Manager oversees smaller tabletop conferences and VIP customer meetings, and plays a key role in executing the annual sales meeting.

Responsibilities include hotel selection and contract negotiation, planning meals and activities, and managing registration for more than 200 attendees.

This position is also responsible for all company marketing materials, ensuring accurate use of logos and brand colors, and coordinating with print and promotional vendors.

The Events Manager maintains inventory of marketing assetsincluding promotional items, tabletop displays, and bannerssubmits purchase requisitions to replenish stock as needed, and distributes materials to sales representatives upon request.

DUTIES AND RESPONSIBILITIES:

• Develop and manage comprehensive project timelines and event checklists for large-scale conferences, serving as the primary liaison and coordination hub for both North America and international teams exhibits to track the overall Marketing tradeshow plan in one document.
• Lead end-to-end tradeshow planning and execution, including but not limited to:
• Securing booth logistics quotes and vendor proposals;
• Processing conference agreements.
• Identify and manage event-related vendors, negotiate pricing, process agreements and invoices.
• Develop and manage event budgets and forecasts;
• Track expenses and prepare monthly reporting summaries post show noting recommended changes for future events;
• Coordinate all booth logistics, including renewal booth storage and logistic agreements.
• Work with booth vendor on quotes for booth repairs, shipping quotes, design updates and conference schedules for shipping, installation, dismantle, and onsite management including vendor coordination (AV, electrical, furnishings, labor, etc.

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• Ensure all marketing materials, signage, collateral, and promotional items are delivered on time.
• Oversees the print production of collateral and promotional giveaways, and works closely with Marketing and Creative Design to deliver high-impact event experiences;
• Fulfill brochures requests from SFDC to Field Sales reps, maintain print inventory of collateral.
• Support field sales representatives for table -top exhibits, including roller banners and table drapes.
• Source sustainable brand promotional items, reorder promotional giveaways for tradeshows, prospects, and customer/VIP meetings.
• Support Customer Briefings/Experience Center initiatives.
• Process and track vendor contracts, invoices, and payments
• Maintain organized documentation for all event-related agreements use shared folders.
• Serve as the marketing document approval system administrator ensuring coordination and distribution of final approved documents between the Marketing and Creative teams.
• Prepare and distribute management-level summary post event reports.

EXPERIENCE AND QUALIFICATIONS:

• Bachelors degree in marketing, events management, or business administration.
• Minimum 5 years of experience in a corporate environment, tradeshow management experience.
• Extensive experience in managing multi projects calendar, and event details.
• Experience in preparing, managing, and tracking budgets.
• Experience coordinating print production and collateral management.

KNOWLEDGE, SKILLS AND ABILITIES:

• Demonstrated ability to manage to create annual budgets, and presenting monthly budget reports and forecasts to senior management.
• Demonstrated ability to independently identify and resolve issues, while proactively following up and tactfully prompting reviewers when approvals are delayed.
• Strong logical problem-solving skills with the ability to organize and advance project tasks in a structured, systematic manner.
• Capable of meeting objectives in fast-paced, deadline-driven environment, particularly those concerning conference timelines.
• Proficient in MS Office.

Advanced proficiency in Excel, with proven experience developing and managing comprehensive trade show plans.

• Excellent oral, written communication and interpersonal skills.
• Exceptional organizational an.