Trade Show Coordinator Job Description [Updated for 2025]

In the ever-evolving world of commerce, the role of a Trade Show Coordinator has become increasingly critical.

As global business expands, so does the need for skilled professionals who can plan, execute, and manage our most pivotal commercial events.

But let’s delve deeper: What’s truly expected from a Trade Show Coordinator?

Whether you are:

• A job seeker trying to comprehend the nuances of this role,
• A hiring manager crafting the profile of the perfect candidate,
• Or simply interested in the complex dynamics of trade show coordination,

You’ve come to the right place.

Today, we present a customizable Trade Show Coordinator job description template, designed for effortless posting on job boards or career websites.

Let’s dive straight in.

Trade Show Coordinator Duties and Responsibilities

Trade Show Coordinators are responsible for managing and coordinating all aspects of trade shows and exhibitions.

They play a crucial role in ensuring that the event runs smoothly and that the company’s objectives are met.

Here are some of their primary duties and responsibilities:

• Coordinate all aspects of trade shows, including logistics, vendor relations, and booth design
• Research and identify relevant trade shows for the company to participate in
• Develop and manage the budget for each trade show, including registration fees, booth setup and teardown, shipping, promotional materials, and travel expenses
• Work closely with marketing and sales teams to develop and implement strategies for promoting the company’s products or services at trade shows
• Manage inventory of promotional materials and ensure all materials are prepared and shipped to the venue on time
• Train staff on how to effectively represent the company and its products or services at trade shows
• Analyze the success of each trade show, including lead generation and sales, and make recommendations for future events
• Manage relationships with trade show organizers, vendors, and partners
• Ensure all trade show activities comply with relevant regulations and standards
• Handle any issues or problems that arise during the event

 

Trade Show Coordinator Job Description Template

Job Brief

We are seeking a highly organized and dedicated Trade Show Coordinator to manage all aspects of trade show planning and execution.

The ideal candidate will have proven experience in coordinating trade shows, events, or conferences, and will be comfortable handling a variety of tasks simultaneously.

Trade Show Coordinator responsibilities include liaising with vendors, securing spaces, managing budgets, coordinating staff, and overseeing the setup and breakdown of displays.

The successful candidate will be able to ensure the smooth and efficient planning and implementation of trade show activities.

 

Responsibilities

• Plan and execute trade shows and corporate events
• Work with marketing team to create and implement promotional plans
• Communicate with vendors and negotiate contracts
• Coordinate and manage event staff and volunteers
• Oversee setup and breakdown of trade show displays
• Manage event budgets and ensure all activities remain within budget
• Measure event success and report on outcomes
• Address and resolve any issues or emergencies that arise
• Ensure compliance with health and safety regulations

 

Qualifications

• Proven work experience as a trade show coordinator, event planner or similar role
• Strong organizational and project management skills
• Excellent communication and negotiation abilities
• Ability to manage multiple projects concurrently
• Proficiency in MS Office and event management software
• Knowledge of industry trends and ability to incorporate this into event planning
• BSc degree in Marketing, Hospitality, or relevant field preferred

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Trade Show Coordinator
• Work Environment: Office setting with regular travel to event locations required.
• Reporting Structure: Reports to the Events Manager or Marketing Director.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $45,000 minimum to $60,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Trade Show Coordinator Do?

Trade Show Coordinators often work for corporations across a variety of industries or as part of event management companies.

They can also operate as independent consultants.

Their primary role is to manage all aspects of trade show participation for their company or clients.

This includes researching appropriate trade shows, booking exhibition space, coordinating travel arrangements for staff, and ensuring all display materials are ready and shipped to the event location on time.

They work closely with marketing, sales, and design teams to create effective trade show booths that attract attention and engage attendees.

They also coordinate the setup and breakdown of these exhibits.

Trade Show Coordinators are responsible for managing the budget for each event, tracking expenses, and calculating return on investment.

They may also be involved in the negotiation of contracts with trade show organizers or vendors.

During the show, they may oversee booth staffing, lead generation activities, and promotional efforts.

After the event, they are often responsible for follow-up activities, such as contacting leads and evaluating the overall success of the event.

Their ultimate goal is to ensure that their company or client’s participation in trade shows is successful, and meets their marketing and sales objectives.

 

Trade Show Coordinator Qualifications and Skills

A proficient Trade Show Coordinator should possess the skills and qualifications that align with the job description, such as:

• Excellent organization and coordination abilities to manage all aspects of trade show logistics, including vendor management and event planning
• Strong interpersonal and communication skills to liaise with vendors, exhibitors, and internal stakeholders, as well as to efficiently communicate event details
• Time management skills to ensure that all deadlines are met and that all tasks related to the trade show are completed in a timely manner
• Problem-solving skills to swiftly and effectively address any issues or challenges that may arise before or during the event
• Negotiation skills to effectively work with vendors, suppliers, and venue representatives to ensure the best possible terms for the event
• Ability to multitask and stay calm under pressure, especially in the fast-paced environment of a trade show
• Experience with budget management and financial planning to ensure that all elements of the trade show are within the defined budget
• Proficiency in using event management software and tools to organize and manage trade show logistics

 

Trade Show Coordinator Experience Requirements

Entry-level Trade Show Coordinators typically have 1 to 2 years of experience in event planning or marketing, possibly gained through internships or part-time roles.

They may also have experience in roles such as Event Assistant, Marketing Coordinator, or Logistics Planner, which provide a good foundation for understanding the dynamics of trade shows.

Candidates with around 3 years of experience in the field have usually honed their skills in organization, logistics, vendor management, and customer service.

They would have worked in roles such as Trade Show Specialist or Event Planner.

Trade Show Coordinators with 5 years or more of experience often have a solid background in planning and executing large-scale events or trade shows.

They have developed strong negotiation skills with vendors, sound knowledge of trade show operations, and a proven track record in managing budgets.

These candidates may also have some leadership experience, making them eligible for senior or managerial roles in trade show coordination.

 

Trade Show Coordinator Education and Training Requirements

Trade Show Coordinators typically hold a bachelor’s degree in business administration, marketing, communication, or a related field.

The role often requires a background in event planning, sales, or marketing, which can be gained through internships, part-time jobs, or related coursework.

Trade Show Coordinators need excellent organizational, communication, and negotiation skills.

They also need to be familiar with project management and marketing software.

Some positions may require candidates to have a few years of experience coordinating trade shows or similar events.

For those looking to advance their careers, gaining a Certified Trade Show Marketer (CTSM) certification may be beneficial.

This certification, offered by the Trade Show Exhibitors Association, shows dedication to the field and a deep understanding of trade show marketing.

Continuing education is also important in this field, as trade show coordinators must stay abreast of the latest trends in event marketing, technology, and customer engagement strategies.

 

Trade Show Coordinator Salary Expectations

A Trade Show Coordinator earns an average salary of $46,719 (USD) per year.

However, the exact earnings can differ based on factors such as experience, the scale of the trade shows coordinated, and the location in which they are operating.

 

Trade Show Coordinator Job Description FAQs

What skills does a Trade Show Coordinator need?

Trade Show Coordinators should possess strong organizational skills as they will be managing multiple tasks and coordinating various elements of a trade show.

Good communication and interpersonal skills are also important as they will be dealing with vendors, exhibitors, and team members.

The ability to problem-solve under pressure is vital, along with having a keen attention to detail.

 

Do Trade Show Coordinators need a degree?

While a degree is not always necessary, many Trade Show Coordinators hold a bachelor’s degree in Business, Marketing, or a related field.

Experience in event planning, project management, or marketing may also be highly desirable.

 

What should you look for in a Trade Show Coordinator resume?

Apart from looking for a degree or relevant experience in the field, you should also consider if they have strong organizational and communication skills.

Experience with project management software and tools may also be beneficial.

Look for instances where they have successfully coordinated events or managed projects from conception to completion.

 

What qualities make a good Trade Show Coordinator?

A good Trade Show Coordinator is highly organized, detail-oriented, and able to manage multiple tasks efficiently.

They should be able to communicate effectively with various stakeholders and problem-solve on the spot.

Good Trade Show Coordinators are also creative, able to think on their feet, and adapt quickly to changes.

 

Is it difficult to hire a Trade Show Coordinator?

The challenge in hiring a Trade Show Coordinator lies in finding someone who possesses the right blend of organizational skills, creativity, and problem-solving abilities.

It is beneficial to find someone who is familiar with the industry and has an extensive network of contacts.

Offering competitive salaries, growth opportunities, and a supportive work environment can also help in attracting the right candidates.

 

Conclusion

And that’s a wrap.

Today, we’ve opened the doors to the dynamic world of being a Trade Show Coordinator.

Guess what?

It’s not just about booking event spaces.

It’s about choreographing the dance of business exchange, one event at a time.

With our go-to Trade Show Coordinator job description template and real-world examples, you’re ready to make your mark.

But why stop at the finish line?

Go beyond with our job description generator. It’s your ticket to creating precision-tailored job listings or fine-tuning your resume to showcase your skills.

Remember:

Every successful event is part of a larger business strategy.

Let’s shape the future of trade shows. Together.

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