A trade show coordinator manages all aspects of a trade show, including venue setup, food and beverage handling, attendee and vendor needs, audio-visual equipment setup, marketing and promotion, and budget. They often supervise a team and work with organizers to understand specific needs and budget.
A trade show coordinator is responsible for managing all aspects of a trade show, usually based in a convention center or hotel. This job requires a lot of planning and troubleshooting. A coordinator must ensure that the venue is set up, food and beverages are handled properly, the needs of attendees and vendors are met, audio-visual equipment is set up, marketing and promotion are handled, and everything is within budget. This person often supervises multiple employees who perform these tasks.
A trade show is a professional gathering of experts in a specific industry; it is an opportunity to interact and view the latest developments in the field. In many cases, a trade show coordinator works for a convention center or a hotel with a large meeting space that can accommodate visitors. The coordinator’s initial job is to work with the show organizers to understand the specific needs and budget of the event. For example, a computer fair has different technological requirements than an organic food fair, but each must have specific needs met.
Fair coordinator duties differ from show to show, but there is a basic set of responsibilities for almost all events. Ensuring the venue is prepared is crucial to the success of a show. The coordinator needs to ensure that there is enough space for all booths, that booths have adequate electricity, and that audiovisual equipment for presentations is operational. Food and drinks must also be ordered and scheduled to be in the right place at the right time.
Marketing and promotion is often handled by trade show organizers, although some of this work is carried out by trade show sponsors. A coordinator works with printers, graphic designers, marketing departments and public relations professionals to publicize the event. Program organizers often have specific marketing demands and standards that must be met.
This work is often too much for one person to handle. A trade show coordinator can personally handle any of these jobs if the situation calls for it, but most oversee a team. It is the coordinator’s responsibility to hire trained professionals to carry out this diverse work and create schedules to ensure that the show is properly organized. Successfully juggling these varied responsibilities is a coordinator’s biggest job, but doing it well will create an informative and fun program for all participants.
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