Trade Show Event Coordinator

RiseMe; Lanham (MD); On-site; USD 42,000 - 64,000; Full time

Job summary

Hargrove in Lanham, MD is seeking an Event Coordinator to provide administrative and functional support to the Event Production Department, including Special Events/Exhibits, Trade Shows, and Exhibitor Services. The role demands exceptional detail, timeline management, and leadership to ensure project success.

You will assist with exhibitor kits, maintain calendars, manage documentation, and coordinate with Account Managers. Some overtime and travel are expected.

Qualifications

• Bachelor’s degree or higher in Business, Marketing, Event Planning, Communications or related field or equivalent experience
• 0-3 years of event production including special events and trade shows
• Excellent customer service skills and ability to work with cross-functional teams
• Budget monitoring and management
• Independent and team-oriented work style
• Familiarity with web-based project management software
• Fluent English with strong written and oral communication
• Positive approach to teamwork, sales and problem solving
• Detail oriented with strong organizational skills, able to work under pressure
• Microsoft Office 365 experience
• Certified Meeting Planner certification preferred
• Ability to pass a high-level background check
• Overtime, evenings, weekends or holidays may be required
• Willingness to travel (<50%)

Responsibilities

• Support Event Manager on mid-level shows (between 200 and 400 exhibitors)
• Collaborate with team on large-scale tradeshows (400+ exhibitors)
• Create and manage travel sheets for each project
• Assist with tracking projects in the Corporate Calendar
• Provide graphic management assistance
• Manage the Fire Marshal approval process for assigned projects
• Work with the CAD Team on floorplan requests and revisions
• Create and distribute supporting documentation for on-site teams
• Support the Account Management team with shipping and courier needs
• Enter purchase orders and create/ distribute work orders, shop orders, and graphic orders
• Serve as out-of-office support to assigned Account Managers and on-site event support as needed

Job description

Hargrove in Lanham, MD is seeking an Event Coordinator to provide administrative and functional support to the Event Production Department, including Special Events/Exhibits, Trade Shows, and Exhibitor Services. The role demands exceptional detail, timeline management, and leadership to ensure project success.

You will assist with exhibitor kits, maintain calendars, manage documentation, and coordinate with Account Managers. Some overtime and travel are expected.