Position Overview
The Event Coordinator works to support the Director, Event Marketing & Strategic Partnerships to develop resources that promote Merrithew’s presence at events worldwide with a primary focus on the event operations and logistics.
This position collaborates with all departments in ensuring the success of each event in which Merrithew participates, from Trade Shows and Conventions to our own Merrithew Mindful Movement Symposiums all while working with a strategic plan focused on those geographic regions in which the company has designated as a target sales area.
The Event Operations Coordinator will work closely with Sales and our manufacturing plant to ensure that all logistical aspects of the event run smoothly including determining equipment for an event, ordering equipment, ordering show services such as electrical and rigging etc.
Candidates must be an outstanding, verbal and written communicator, capable of communicating effectively through face-to-face discussions and emails as well as possess a high level of organizational and administrative skills. This position reports to the Director of Event Marketing and Strategic Partnerships.
Sales, Inventory And Shipping
- Prepare and submit supply/equipment orders
- Work with Manufacturing Plant to facilitate shipment to and from events
- Liaise with Accounting to ensure proper system setup of Event warehouse locations and opening/closing inventory
- Work with programming and sales to determine equipment needs for sessions and for trade show booth
- Working with the Plant, manage scheduling and shipping of all equipment needed for events
- Manage the Point-of-Sale system including pre-show set up of inventory and SKU’s, on-site functioning, staff training, post-show closeout and reporting, maintenance of system information and on-going research into getting the system to be more efficient and effective for company requirements including capturing contact information and purchase history.
- Monitor and maintain inventory of event supply crates
- Monitor inventory of staff uniforms and other promotional products
Event Site
- Travel within North America and Internationally
- Attend events and conferences to assist with set up and tear down the trade show booth or other event set-up. Ensure that needed equipment is set up for demonstration sessions and provide technical support in educational sessions
- Ensure that all equipment is in proper working order prior to the beginning of an event
- Reconcile equipment and marketing materials ordered with what was received at the event
- Work closely on-site with labor, sub-contractors, and show management
- Provide support and training to sales staff and event attendees
- Work directly with customers who have pre-ordered equipment and coordinate customer equipment pick-ups at the event
Accounting And Finance
- Reconcile and approve charges/bills to show
- Report all sales activity to Accounting/Finance
- Report all returning equipment to Accounting/Finance, as well as any equipment inventory moving on to another event
Administrative
- Procure services for tradeshows according to exhibitor manuals
- Create Event Resume for all staff attending the event.
- Create post-show report and distribute to department heads
- Organize and distribute leads received at the event
Staffing
- Coordinate and schedule event staff and instructors
- Communicate with all event staff prior to, during and after event
Sponsorship
- Supports the management of the sponsorship/partnership, including ensuring the execution of all program components.
- Analyzes data and information to provide program insights and recommendations. - Collaborates with internal and external stakeholders in order to deliver on business objectives. - Organizes work information to ensure accuracy and completeness (e.g., tracking reports, etc.)
- Complete technical implementation of sponsor agreements
Reporting
- Communicates and reinforces program principles, strategies, processes and standards in all operational activities.
- Gathers and formats data into ongoing reports
- Supports the execution of strategic initiatives; includes tracking metrics
- Analyzes issues and determines next steps.
Other
- Broader work or accountabilities may be assigned as needed.
Qualifications
- 2-3 years of coordination experience. Event Operations experience is a plus.
- highly organized with attention to detail
- Ability to multi-task with exceptional time management and problem-solving skills
- Be able to work well under pressure with tight deadlines and adapt quickly to almost any situation.
- Positive attitude, excellent customer service skills.
- Ability to work with a variety of people and develop and maintain good relationships with suppliers/customers
- Ability to work comfortably with technology, including computers and audio-visual equipment with proficiency in Excel, Word and Outlook.
- Ability to travel within North America as well as Internationally and holds a current passport.
