Trade Show Coordinator

Trade Show Coordinator

Summary

The Trade Show Coordinator organizes and manages the communications, planning, preparation, execution and administration for the Duke trade shows and events. Their duties include selecting trade show space; trade show registration; tracking trade show related expenses; preparing vendor invoices; and ensuring all materials and equipment arrive on time and are presented in a way which reflects positively on Duke's brand. The Trade Show Coordinator supports both Duke-attended shows (e.g., NAFEM, NRA, SNA, and customer-specific events) as well as engaging logistics support and the materials for rep sponsored and attended events. At selected shows, the Trade Show Coordinator will also attend the show, assisting in set-up and tear-down and ensuring the show runs smoothly. They may also manage travel and accommodation arrangements for the other Duke show participants. The Trade Show Coordinator supports all Duke entities including SED / STL; CounterCraft; and support to International (Prague).

Key Responsibilities

Shipping, Receiving, and Trade Show Inventory

• Serve as the commercial representative on-site in Sedalia to coordinate the production of Trade Show equipment, including QA prior to shipment.
• Request Logistics support for the shipping of equipment for trade shows.
• Work with Logistics team for the receipt of trade show equipment back from the show.
• Management of the Trade Show Inventory tracking, including periodic review for disposition of obsolete inventory.

Trade show registration and coordination

• Ensure Duke registration is completed for all trade shows.
• Serve as principal point of contact for trade show organizers; on-site logistics providers (e.g., Freeman); and Duke trade show partner (e.g., Downing) - ensuring all required paperwork is complete and accurate (e.g., submittal of drawings; electrical requirements; certificates of insurance; etc.)
• Coordinate logistics and planning with Downing (or other designated Duke trade show partner) to arrange for new exhibit materials (when needed, and as approved by Marketing Manager); arrange labor when needed for set-up and tear-down; and track Downing (or other exhibit company) managed inventory.
• Manage room bookings for attendees at trade shows, where hotel is designated by the Trade Show.

Trade Show execution

• When requested, attend selected trade shows to assist in set-up; tear-down; activity planning; ensuring booth coverage; daily booth cleaning and presentation; and other on-site support as may be needed.
• For shows not attended in person, provide instructions and remote support to the on-site trade show teams.

Expense Tracking

• Review all trade show-related quotes and invoices for accuracy.
• Track and report on total trade show-related expenses incurred.
• Provide input and support to the Marketing Manager for development of annual budget.

Rep Support

• Manage the inventory of collateral, SWAG, and other materials required by sales and reps
• Coordinate with Duke external partners (e.g., printers, SWAG providers) to secure the collateral and marketing materials for trade shows.
• Coordinate with sales and reps for distribution of requested SWAG and collateral materials.

Other Marketing Support

• Collaborate with the marketing team and organizers to define the strategy and event requirements.
• Contribute to the ideation and design of new trade show exhibits and presentation formats.

Cross-Functional Collaboration

• Collaborate with sales and marketing to understand and execute the vision and value proposition of Duke's YSP brand promise.
• Collaborate with Product Management to ensure product selection and presentation at trade shows consistent with Duke product vision.
• Collaborate with order entry and CSMs on the ordering of equipment for trade shows.
• Collaborate with planning and production on the production or refurbishment of trade show equipment.
• Support HR on an as-needed basis for internal company need for SWAG, Collateral and other items which leverage the supplier base and relationships established for trade shows.

Key Competencies Required

• Organizational skills and attention to detail.
• Collaborative and team-oriented approach to building relationships throughout the Duke organization, and with key supplier partners (e.g., printers; trade show partners; trade show organizations).
• Technical knowledge and understanding of Duke equipment. Ability to conduct on-site remediation and troubleshooting.
• Flexible and adaptable; ability to pivot and evolve as requirements change.
• Proactive and ability to identify unmet need and make sound recommendations on trade show related requirements.

Physical Job Requirements:

1. Communicate effectively with internal teams, external vendors, and event attendees.
2. Actively listen to directions, feedback, and customer or team needs.
3. Sit and use a computer for extended periods during planning and administrative tasks.
4. Stand for extended periods during trade show setup, takedown, and while supporting event operations.
5. Occasionally lift, carry, push, or pull items (up to 40 pounds), such as boxes of promotional materials, display components, and SWAG.
6. Grasp and manipulate objects such as during booth setup (e.g., signage, promotional items).
7. Reach, bend, stoop, or crouch when packing/unpacking materials and setting up displays.
8. Maintain manual dexterity and tactile sensitivity to handle materials and equipment safely and efficiently.

Mental and Visual Job Requirements:

1. Ability to see clearly at close range (e.g., reading registration forms, spreadsheets).
2. Ability to see at a distance (e.g., navigating large trade show floors and spaces).
3. Ability to focus on small details and fine print when preparing materials or reviewing vendor specs.
4. Ability to distinguish colors for branding consistency and SWAG organization.
5. Ability to judge spatial relationships when arranging booths or displays.
6. Ability to learn new systems, tools, or show processes, and adapt quickly.
7. Ability to stay focused and organized in a dynamic, deadline-driven environment.

Education & Experience

• Experience: Minimum of 5 years of logistics and trade show experience.
• Product Knowledge: Broad-based understanding of operational parameters of Duke equipment.
• Communication: Exceptional interpersonal and communication skills, capable of influencing and engaging internal and external stakeholders.

Workplace Environmental Conditions:

1. Combination of office environment and production environment.
2. Travel requirement: Periodic domestic travel may be required (approximately 10% to 20%), including travel to trade shows and periodic travel to STL HQ

Tools Used to Perform Essential Functions:

1. Equipment: Personal computer, telephone, copier
2. Software:; Microsoft Office Suite, including Excel and Power Point.

Current Openings for Trade Show Coordinator Jobs at Duke Manufacturing