Sales And Tradeshow Coordinator

Description:

A Sales and Tradeshow Coordinator is the pivotal link between marketing, sales, and logistics, ensuring a seamless presence for industry events that drive awareness and contribute to the company’s sales goals.

Key Skills for a Sales and Tradeshow Coordinator:

Project Management: Ability to manage multiple events simultaneously, coordinating different teams, schedules, and resources.
Communication Skills: Strong verbal and written communication to interact with sales teams, vendors, event organizers, and customers.
Attention to Detail: Ensuring that every aspect of the tradeshow, from booth setup to lead follow-up, is meticulously planned and executed.
Time Management: Ability to meet tight deadlines, especially during event preparation and execution.
Sales & Marketing Understanding: Knowledge of how to align event efforts with broader sales and marketing strategies to maximize lead generation and ROI.
Experience: Knowledge of CRM such as SalesForce and/or Netsuite. High proficiency with software such as Microsoft Word, Excel, PowerPoint, Outlook, Adobe Suite. Knowledge of B2B social media. Ability to quickly absorb new concepts, terminology, regulations, etc.
Responsibilities & Duties:

1. Tradeshow Planning and Coordination

Event Research & Selection: Research relevant trade shows, exhibitions, and events aligned with the company’s target market and sales objectives.
Vendor & Venue Coordination: Liaise with event organizers, vendors, and venue management to secure booth spaces, negotiate contracts, and manage event logistics.
Booth Design & Setup: Coordinate the design and setup of the booth, ensuring the company’s branding and messaging are clear and impactful. Work with designers, decorators, and contractors to ensure a professional and attractive booth presence.
Materials Preparation: Ensure all promotional materials, brochures, products, and displays are available, updated, and ready for the event. Manage the shipment and transportation of these materials to and from the venue.
2. Sales Support

Answering Phones: Answer inbound Sales phone line and distribute leads to sales team accordingly.
Lead Generation: Collaborate with the sales team to define strategies for generating leads at trade shows. Ensure that booth staff are trained on lead capture tools (e.g., scanning badges, collecting business cards, etc.).
Sales Collateral: Prepare and distribute sales collateral, such as promotional materials, flyers, catalogs, and product samples, ensuring they align with the sales team’s objectives.
3. Marketing and Branding Coordination

Pre-Event Promotion: Work with the marketing team to create promotional campaigns around trade shows, including email marketing, social media posts, and advertising, to drive attendance and visibility.
Brand Consistency: Ensure that the brand message is consistently represented across all event materials, booth signage, and presentations. Maintain visual and verbal alignment with the company’s overall branding.
Social Media Coverage: Coordinate coverage through social media channels, sharing updates, photos, and engaging content to reach a wider audience.
4. Logistics and Onsite Management

Event Logistics: Manage the logistics of travel, accommodation, and event registration for sales teams attending the trade show.
Staffing: Work with the sales team to schedule and assign staff to cover the booth throughout the event, ensuring there is adequate coverage to engage attendees.
5. Post-Event Responsibilities

Lead Follow-Up: Coordinate with the sales team to ensure timely follow-up on leads generated at the event. Input and track leads and their outcomes to measure event ROI.
Event Evaluation: Collect and analyze data on attendee engagement, lead generation, and overall event success. Provide feedback and insights to the sales and marketing teams for future event planning.
Reporting: Create detailed post-event reports summarizing the event’s performance, including metrics such as leads generated, sales made, engagement rates, and costs incurred.
6. Budgeting and Financial Management

Event Budget Management: Develop and manage the budget for each trade show, ensuring that expenses are tracked and within the allocated limits.
Cost Analysis: Work closely with the Sales department to report on costs and find areas for optimization, such as vendor negotiations, booth design, or materials sourcing.
7. Vendor and Partner Relationships

Vendor Management: Work with external vendors (e.g., booth builders, transportation companies, promotional product suppliers) to ensure the smooth execution of all tradeshow materials and logistics.
Partner Engagement: Collaborate with key business partners or sponsors at the event to co-promote or co-host activities, ensuring both parties benefit from the partnership.
8. Compliance and Regulation

Trade Show Compliance: Ensure that all aspects of the tradeshow exhibit meet the necessary compliance requirements, including health and safety regulations, union rules, and event-specific guidelines.
Documentation: Maintain records of all necessary documents, such as event contracts, floor plans, shipping details, and staffing schedules.
9. Continuous Improvement

Trend Monitoring: Stay updated on the latest trends in tradeshow and event marketing, including new technologies (e.g., virtual trade shows, interactive displays) to enhance future events.
Process Improvement: Continuously review and refine the tradeshow coordination process to improve efficiency, reduce costs, and enhance the overall impact of the company’s presence at events.
Physical Requirements:

The employee is occasionally required to sit; climb or balance; stoop, kneel, crouch, or crawl.
The employee may occasionally lift and/or move up to 50 pounds.
Ability to move tradeshow pallets, booth, crates, and more.
Ability to use tools for opening and securing tradeshow crates
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.