A trade show coordinator is in charge of overseeing all aspects of a professional trade show, which is typically held in a convention center or hotel. This job necessitates a significant amount of planning and problem-solving. A coordinator must ensure that the venue is ready, that food and beverages are handled properly, that attendee and vendor needs are met, that audio/visual equipment is set up, that marketing and promotion is handled, and that everything is done on time and on budget. This person will frequently be in charge of a team of people who will complete these tasks.
A trade show is a professional gathering of industry experts; it is an opportunity to network and see the latest developments in the field. A trade show coordinator usually works for a convention center or a hotel with a large meeting space that can accommodate a large number of people. The coordinator’s first task is to collaborate with the trade show organizers to determine the event’s specific needs and budget. A computer trade show, for example, has different technological requirements than an organic food show, but both require specific needs to be met.
Although trade show coordinator responsibilities vary from show to show, almost all events have a common set of responsibilities. The success of a show hinges on the venue’s readiness. The coordinator must ensure that there is sufficient space for all booths, that those booths have adequate electricity, and that the audio/visual equipment for presentations is in working order. Food and beverages must also be contracted and scheduled so that they arrive at the correct location and time.
The trade show organizers are often in charge of marketing and promotion, though some of this work is done by the show’s sponsors. To publicize the event, a coordinator collaborates with printers, graphic designers, marketing departments, and public relations professionals. Show organizers will frequently have specific marketing requirements that must be met.
This work is usually too much for a single person to handle. If the situation calls for it, a trade show coordinator can handle any of these tasks on their own, but most of them are managed by a team. It is the coordinator’s responsibility to hire qualified professionals to perform this wide range of tasks, as well as to create schedules to ensure that a show is properly staffed. The most difficult task for a coordinator is juggling these various responsibilities, but doing so well will result in a fun, informative show for all attendees.