Events & Field Marketing Manager

XTru; San Antonio (TX); On-site; USD 75,000 - 115,000; Full time

Job summary

XTru is seeking an Events & Field Marketing Manager to own the lifecycle of our trade shows, conferences, sponsorships, customer events, and field marketing initiatives.

You will manage pre-show marketing, booth logistics, lead capture, post-show follow-up, and ROI reporting, coordinating with sales and marketing to convert spend into qualified opportunities and lasting relationships.

Qualifications

• 3–7+ years in event marketing or conference management.
• Experience handling multiple events simultaneously.
• Strong organizational and project-management skills.
• Excellent written and verbal communication; collaborates with sales/marketing.
• Willingness to travel regularly and work occasional evenings/weekends.

Responsibilities

• Own lifecycle of trade shows, conferences, sponsorships, and events.
• Coordinate booth reservations, contracts, registrations, and deadlines.
• Develop pre-show marketing campaigns and lead-generation plans.
• Oversee on-site execution, booth logistics, and branding standards.
• Manage lead capture, post-show follow-up, and ROI reporting.
• Collaborate with sales to schedule demos and meetings at events.

Skills

Event planning

Vendor management

Project management

Communication skills

Travel flexibility

Tools

CRM platforms

Email marketing platforms

Event management software

Job description

XTru develops technology that helps museums, attractions, nonprofits, and other visitor-serving organizations improve the guest experience. Our platform includes ticketing, memberships, CRM, digital passes, fundraising, guest engagement, and related solutions.

Industry conferences and trade shows are an important part of how we meet customers, introduce organizations to XTru, and strengthen relationships throughout the markets we serve.

We are looking for an Events & Field Marketing Manager who can take complete ownership of our conference and event program — from booth contracts and freight to pre-show marketing, lead capture, follow-up, and ROI.

THE ROLE

This position is much more than event coordination.

You will own the entire lifecycle of XTru's trade shows, conferences, sponsorships, customer events, and field marketing initiatives.

Your job is not simply to make sure the booth arrives on time.

Your job is to make sure that if XTru spends $30,000, $50,000, or more attending an event, we have a clear plan for turning that investment into customer conversations, qualified opportunities, stronger relationships, and measurable results.

TRADE SHOWS & CONFERENCES

• Manage XTru's annual schedule of industry conferences, conventions, trade shows, and sponsorships.
• Coordinate booth reservations, exhibitor contracts, sponsorship opportunities, registrations, and deadlines.
• Maintain a master event calendar and ensure critical deadlines are never missed.
• Coordinate directly with conference organizers and vendors.
• Identify opportunities to improve XTru's presence and visibility at key events.

BOOTH & EVENT LOGISTICS

• Manage booth inventory, displays, signage, furniture, equipment, demo devices, promotional materials, and supplies.
• Coordinate booth shipping, freight, drayage, electrical, internet, material handling, and venue services.
• Maintain organized event inventory before and after each show.
• Coordinate employee registrations, hotel room blocks, travel information, and event schedules.
• Prepare detailed event plans so attending team members know where to be, what to bring, and what is expected.

PRE-EVENT MARKETING

• Work with the Director of Marketing to develop marketing campaigns around major conferences.
• Build pre-show email campaigns and outreach strategies.
• Promote XTru's presence through email, social media, website content, and other channels.
• Help identify attendees, prospects, customers, and partners we should meet.
• Coordinate with sales to schedule demos and meetings before the event begins.
• Develop booth promotions, giveaways, contests, or other creative strategies designed to increase traffic and engagement.

ON-SITE EXECUTION

• Attend major XTru conferences and oversee on-site execution.
• Manage booth setup and teardown.
• Ensure booth appearance and branding meet XTru standards.
• Make sure demo equipment, signage, promotional materials, and lead capture systems are working properly.
• Coordinate schedules for employees working the booth.
• Troubleshoot unexpected problems quickly and calmly.
• Help create an energetic, professional, organized booth experience.

LEAD MANAGEMENT & FOLLOW-UP

• Own the process for capturing conference leads accurately.
• Ensure leads are properly categorized, tagged, and entered into the appropriate CRM or marketing system.
• Coordinate immediate post-show follow-up campaigns.
• Work with sales to ensure high-value leads receive prompt personal follow-up.
• Track the progression of event-generated leads after each show.
• Prevent valuable leads from disappearing into a spreadsheet after the conference ends.

EVENT ROI & REPORTING

For every major event, help answer:

• What did we spend?
• How many leads did we generate?
• How many were qualified?
• How many meetings did we conduct?
• How many opportunities were created?
• How much pipeline or revenue resulted?
• Should we attend again next year?
• Prepare post-event reports and recommendations for the Director of Marketing and executive leadership.

CUSTOMER & COMPANY EVENTS

In addition to trade shows, this position may help organize:

• Customer user groups
• XTru town halls
• Training events
• Partner events
• Sales events
• Customer dinners or receptions
• Company-hosted conferences
• Product launch events

WHAT WE'RE LOOKING FOR

• Approximately 3–7+ years of experience in event marketing, trade shows, field marketing, conference management, hospitality events, or a similar role.
• Experience managing multiple events simultaneously.
• Extremely strong organizational and project-management skills.
• Comfortable managing numerous deadlines, vendors, contracts, and details.
• Strong written and verbal communication skills.
• Experience working with sales and marketing teams.
• Ability to work independently and take ownership of projects.
• Comfortable traveling regularly.
• Comfortable working occasional evenings or weekends when required for major events.
• Strong judgment and the ability to solve problems quickly.
• Ability to remain organized even when an event inevitably changes at the last minute.

PREFERRED EXPERIENCE

Experience with any of the following is a plus:

• B2B technology or SaaS companies
• Museums, attractions, nonprofits, or hospitality organizations
• Large trade shows and convention centers
• Exhibitor services and booth logistics
• CRM platforms
• Email marketing platforms
• Lead retrieval systems
• Event management software
• Corporate sponsorships
• Webinar or virtual event platforms

WHAT SUCCESS LOOKS LIKE

Within the first year, we expect this person to:

• Create a centralized calendar and process for every XTru event.
• Eliminate missed deadlines and last-minute event scrambling.
• Improve the quality and consistency of XTru's conference presence.
• Develop repeatable pre-show and post-show marketing processes.
• Increase the number of meetings scheduled before major events.
• Improve conference lead capture and follow-up.
• Provide meaningful ROI reporting for major conferences.
• Help XTru determine which events deserve greater investment — and which ones we should stop attending.

WHO WILL THRIVE HERE

This position is ideal for someone who loves making complicated events look easy.

You are the type of person who has the booth shipment tracked, the backup cables packed, the staff schedule distributed, the prospect dinner confirmed, the pre-show emails running, and the lead follow-up campaign already built before anyone else thinks to ask about them.

You pay attention to the details — but you also understand why we're attending the event in the first place.

The ultimate goal isn't to attend more conferences. It's to make the conferences we attend produce better results.