Job Title: Specialist: Trades Shows and Events Location: Broomfield, CO (Hybrid) Duration: 6 Months
Job Summary: The Trade Show Planner is responsible for planning, organizing, and executing trade shows, exhibitions, and other events to promote the company’s products and services. This role involves managing all aspects of event logistics, including ordering show services, packing and shipping materials, and handling manual labor tasks. The ideal candidate will have excellent organizational skills, attention to detail, and the ability to manage multiple projects simultaneously. The Trade Show Planner will work closely with the marketing and sales teams to ensure the successful delivery of events that enhance the company’s brand presence and generate business opportunities.
Key Responsibilities:
1. Event Planning and Coordination: • Plan, coordinate, and execute all aspects of trade shows and events, including logistics, scheduling, and expense management. • Collaborate with internal teams to coordinate and produce printed collateral supplied by the creative team. • Research and book venues, negotiate room block contracts with vendors, and arrange for event services such as catering, a/v, etc. 2. Ordering Show Services: • Identify and order necessary show services such as labor, electrical, carpet, furnishings, and other essential materials. • Coordinate with service providers to ensure timely and accurate delivery of services. • Manage and track service orders, ensuring compliance with event requirements and budget constraints. 3. Material Handling and Shipping: • Pull and pack swag, collateral, and banner stands for trade shows and events 1-3 days each week. • Create and manage shipping labels, ensuring accurate and timely shipment of materials. • Handle manual labor tasks, including lifting and moving boxes up to 30 lbs. • Unpack return shipments and organize materials for future use. 4. Inventory Management: • Organize the supply closet and maintain an inventory of all supplies. • Conduct regular inventory checks and order supplies as needed. • Ensure all event materials are properly stored and maintained. 5. Vendor and Supplier Management: • Source and negotiate with vendors and suppliers to secure the best rates and services. • Manage relationships with external partners, including venue representatives, decorators, and other service providers. • Ensure all vendor deliverables are met according to the agreed-upon timeline and quality standards. 6. Warehouse and Shipping Logistics: • Understand advanced warehouse shipping deadlines and processes. • Manage quick facts and exhibitor kits, ensuring all necessary information is communicated to stakeholders. • Handle last-minute requests and make necessary adjustments to event logistics. 7. On-Site Event Management: • Oversee the set-up, execution, and tear-down of trade show booths and displays. • Manage on-site logistics, including registration, attendee tracking, and troubleshooting any issues that arise during the event. • Coordinate with the sales team to ensure proper staffing and training for trade show booths. 8. Budget Management: • Develop and manage event budgets, ensuring all expenses are tracked and reported accurately. • Monitor event costs and implement cost-saving measures where possible. • Provide regular financial updates and post-event budget analysis to the management team.
Qualifications: • Bachelor’s degree in Marketing, Event Management, Business, or a related field. • Proven experience in event planning, trade show coordination, or a similar role. • Experience in ordering show services such as labor, electrical, carpet, and furnishings. • Strong project management skills with the ability to handle multiple tasks and deadlines. • Excellent organizational and time management skills. • Exceptional communication and interpersonal skills. • Proficiency in Microsoft Office Suite and event management software. • Ability to travel as required for events.
Preferred Skills: • Experience with project management software such as Wrike, Monday.com, Asana. • Knowledge of current trends and best practices in event planning and trade show management. • Creative problem-solving skills and the ability to adapt to changing circumstances.
Physical Requirements: • Ability to lift and carry event materials and equipment, up to 30-50 lbs. • Flexibility to work evenings, weekends, and long hours during event periods.
About Us: Established in 2004, SPECTRAFORCE® is one of the largest and fastest-growing diversity-owned staffing firms in the US. The growth of our company is a direct result of our global client service delivery model that is powered by our state-of-the-art A.I. proprietary talent acquisition platform, robust ISO 9001:2015/ISO 27001 certified processes, and strong and passionate client engaged teams. We have built our business by providing talent and project-based solutions, including Contingent, Permanent, and Statement of Work (SOW) services to over 140 clients in the US, Canada, Puerto Rico, Costa Rica, and India. Key industries that we service include Technology, Financial Services, Life Sciences, Healthcare, Telecom, Retail, Utilities and Transportation. SPECTRAFORCE is built on a concept of “human connection,” defined by our branding attitude of NEWJOBPHORIA®, which is the excitement of bringing joy and freedom to the work lifestyle so our people and clients can reach their highest potential. Learn more at: http://www.spectraforce.com
Benefits: SPECTRAFORCE offers ACA compliant health benefits as well as dental, vision, accident, critical illness, voluntary life, and hospital indemnity insurances to eligible employees. Additional benefits offered to eligible employees include commuter benefits, 401K plan with matching, and a referral bonus program. SPECTRAFORCE provides unpaid leave as well as paid sick leave when required by law.
Equal Opportunity Employer: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at LOA@spectraforce.com if you require reasonable accommodation. At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $30.00/hr.
