Trade Show Coordinator

Meta Power Solutions; Florida; On-site; USD 70,000 - 100,000; Full time

Job summary

Meta Power Solutions is seeking a highly experienced Tradeshow Event Coordinator to plan, organize, and execute our trade show presence and corporate catering events. This on-site role based at the Jog Road office requires frequent travel to industry shows and events throughout the year.

You will lead event execution from concept to wrap-up, collaborating with Sales, Operations, and Marketing to deliver professional experiences that reflect brand quality and excellence.

Qualifications

• 10+ years of experience coordinating trade shows, corporate events, and/or catering.
• Proven vendor negotiation and budget management experience.
• Excellent written and verbal communication across internal teams, vendors, and clients.

Responsibilities

• Trade Show Coordination: research, select, and register for relevant trade shows and conferences.
• Coordinate booth design, shipping, setup, and teardown logistics with vendors and internal teams.
• Manage exhibitor timelines, floor plans, and show-service orders (electrical, internet, furniture).
• Travel to and staff events; manage on-site logistics and troubleshoot in real time.
• Track and reconcile trade show budgets and vendor invoices.
• Coordinate promotional materials, signage, and giveaways with the marketing team.
• Plan and manage catering for company meetings, client visits, and internal events.
• Source and manage relationships with caterers, venues, and event vendors.
• Handle menu selection, dietary accommodations, and delivery/setup logistics.
• Negotiate contracts and pricing with vendors, venues, and suppliers.
• Track post-event metrics (attendance, leads, cost per event) and report outcomes.
• Maintain an inventory of reusable event assets.

Skills

Trade show coordination

Vendor negotiation

Budget management

Project management

Cross-functional collaboration

Event logistics

Travel readiness

Communication skills

Tools

Event management software

Spreadsheets

Project tracking tools

Job description

Tradeshow Event Coordinator

The Tradeshow Event Coordinator is responsible for planning, organizing, and executing Meta Power Solutions' trade show presence and corporate catering events. Based full-time at our Jog Road office, this is an on-site position and is not a remote role. The position requires frequent travel to industry trade shows, conferences, customer events, and other company-sponsored functions throughout the year.

As part of the Marketing team, this role manages every aspect of event execution from initial concept through post-event wrap-up. Responsibilities include coordinating booth logistics, managing vendor relationships, overseeing catering and hospitality services, tracking budgets, arranging event shipments, and ensuring seamless on-site operations.

Working closely with Sales, Operations, and other cross-functional teams, the Tradeshow Event Coordinator ensures that every event delivers a professional, engaging experience that reflects Meta Power Solutions' brand, quality standards, and commitment to excellence. The ideal candidate brings 10+ years of trade show, event planning, and corporate experience, exceptional organizational skills, and a proven ability to manage multiple projects simultaneously in a fast-paced environment.

Qualifications

• REQUIRED
• 10+ years of experience coordinating trade shows, corporate events, and/or catering.
• Proven vendor negotiation and budget management experience.
• Strong organizational skills with the ability to manage multiple events and deadlines simultaneously.
• Excellent written and verbal communication skills across internal teams, vendors, and clients.
• Willingness to travel for trade shows, including occasional evenings/weekends.
• Proficiency with event management tools, spreadsheets, and project tracking software.
• Ability to lift/move event materials (booth components, boxes) up to 40 lbs as needed.

Responsibilities

• Trade Show Coordination
• Research, select, and register for relevant industry trade shows and conferences.
• Coordinate booth design, shipping, setup, and teardown logistics with vendors and internal teams.
• Manage exhibitor timelines, floor plans, and show-service orders (electrical, internet, furniture, drayage).
• Travel to and staff events as needed; manage on-site logistics and troubleshoot in real time.
• Track and reconcile trade show budgets and vendor invoices.
• Coordinate promotional materials, signage, and giveaways with the marketing team.
• Corporate Catering & Internal Events
• Plan and manage catering for company meetings, client visits, holiday parties, and internal events.
• Source and manage relationships with caterers, venues, and event vendors.
• Handle menu selection, dietary accommodations, and delivery/setup logistics.
• Manage event budgets and vendor contracts.
• General
• Maintain a master event calendar and communicate timelines to stakeholders.
• Negotiate contracts and pricing with vendors, venues, and suppliers.
• Track post-event metrics (attendance, leads generated, cost per event) and report outcomes.
• Maintain an inventory of reusable event assets (booth materials, signage, swag).