Trade Shows and Industry Events Manager

Hana Technologies Inc.; Ohio; On-site; USD 70,000 - 95,000; Full time

Job summary

Hana Technologies Inc. is seeking an Event Manager to own Hana’s trade show and events program across North America, EMEA, and Asia.

You will coordinate vendors, timelines, marketing collateral, logistics, and cross-functional teams to ensure well-planned and consistently executed events aligned with business objectives. The role requires 3–5 years in B2B event management, strong project/vendor management, and travel up to ~20%.

Qualifications

• Bachelor's degree in Marketing, Communications, Hospitality, Business, or related field.
• 3-5 years of experience in trade show and event management in a B2B or industrial environment.
• Experience planning and executing large-scale B2B trade shows with multiple stakeholders, vendors, and deliverables.
• Proven experience managing multiple events from planning through execution and post-event closeout.
• Experience managing event vendors, budgets, timelines, logistics, and post-event reconciliation.
• Experience coordinating webinars, virtual events, and online sessions using webinar platforms.
• Ability and willingness to travel approximately 20%, including international travel.

Responsibilities

• Manage trade shows and events from initial planning through on-site execution and post-event closeout, ensuring activities are completed per processes and timelines.
• Plan and execute virtual events, including webinars and online sessions from setup to delivery, follow-up, and documentation.
• Manage event vendors, including booth designers, fabricators, shippers, printers, and other suppliers, ensuring defined deliverables and budgets.
• Develop and maintain detailed event project plans and timelines, identify risks, dependencies, and delays, and take action to stay on track.
• Coordinate cross-functional teams across North America, EMEA, and Asia, ensuring clear communication and accountability.
• Manage event budgets and expenditures, tracking costs and completing post-event reconciliation.
• Oversee event logistics including shipping, customs, freight, inventory, booth setup and teardown.
• Coordinate development and delivery of event materials ensuring brand consistency and quality.
• Manage event registrations, sponsorships, speaking opportunities, leads, and follow-up activities.

Skills

Project management

Vendor management

Communication skills

Organizational skills

Attention to detail

Risk management

Cross-cultural communication

Negotiation

Education

Bachelor's degree in Marketing, Communications, Hospitality, Business, or related field

Tools

Asana

HubSpot

Zoom

Webex

Job description

The Event Manager will own and manage Hana’s trade show and events program, including large-scale industry trade shows, conferences, webinars, and other virtual events. This role will be responsible for coordinating all aspects of event execution, including vendors, timelines, marketing collateral, promotional items, logistics, and internal teams across North America, EMEA, and Asia. The Event Manager will work closely with Marketing, Sales, and other cross-functional teams to ensure events are well-planned, consistently executed, and aligned with Hana’s overall marketing and business objectives.

Minimum Qualifications:

• Bachelor’s degree in Marketing, Communications, Hospitality, Business, or a related field, or equivalent combination of education and relevant experience.
• 3-5 years of professional experience in trade show and event management, preferably within a B2B or industrial environment.
• Demonstrated experience planning and executing large-scale B2B trade shows and industry events with multiple stakeholders, vendors, and deliverables.
• Proven experience managing multiple events simultaneously or in close succession, from initial planning through execution and post-event closeout.
• Experience managing event vendors, budgets, timelines, logistics, and post-event reconciliation.
• Experience planning and coordinating webinars, virtual events, and online sessions using webinar or virtual event platforms.
• Ability and willingness to travel approximately 20%, including occasional international travel.

Essential Job Functions:

• Manage trade shows and events from initial planning through on-site execution and post-event closeout, ensuring activities are completed consistently and according to established processes and timelines.
• Plan and execute virtual events, including webinars and online sessions, from setup and promotion through delivery, follow-up, and documentation.
• Manage event vendors, including booth designers, fabricators, shippers, printers, and other suppliers, ensuring expectations, deliverables, timelines, and budgets are clearly defined and maintained.
• Develop and maintain detailed event project plans and timelines, proactively identifying risks, dependencies, and potential delays and taking appropriate action to keep deliverables on track.
• Coordinate cross-functional teams across North America, EMEA, and Asia, ensuring clear communication, accountability, and alignment throughout the event planning and execution process.
• Manage event budgets and expenditures, including tracking costs, monitoring against approved budgets, and completing post-event reconciliation and documentation.
• Oversee event logistics, including shipping, customs, freight, inventory, booth setup and teardown, and coordination with external vendors and on-site teams.
• Coordinate the development and delivery of event materials, including booth graphics, marketing collateral, promotional items, product demonstrations, and other supporting materials, ensuring accuracy, quality, and alignment with brand standards.
• Manage event registrations, sponsorships, speaking opportunities, customer meetings, lead capture, and other event-related programs and deliverables.
• Coordinate travel and on-site logistics for internal teams, ensuring necessary arrangements and information are communicated in advance.
• Research and recommend trade shows and industry events based on target audiences, business objectives, historical performance, and anticipated return on investment.
• Establish and maintain processes for measuring event performance, including leads, engagement, costs, and ROI, and use results to identify opportunities for continuous improvement.
• Maintain the master events calendar and provide regular visibility into event timelines, milestones, responsibilities, and status across relevant stakeholders.
• Maintain organized and accurate event documentation, records, and supporting materials to ensure consistency, traceability, and accessibility for future planning and reference.
• Identify opportunities to improve event processes, vendor performance, cost efficiency, and overall program effectiveness through data, feedback, and post-event evaluation.

Knowledge, Skills, & Abilities:

• Strong project management skills, with the ability to manage multiple complex projects, competing priorities, and deadlines while maintaining attention to detail.
• Strong organizational skills and ability to develop, maintain, and follow structured event planning processes, timelines, and documentation.
• Strong vendor management and negotiation skills, with the ability to establish expectations, monitor performance, and maintain accountability for deliverables, timelines, and budgets.
• Excellent written and verbal communication skills, with the ability to effectively coordinate and communicate with cross-functional teams across different regions, time zones, and cultures.
• Ability to proactively identify risks, anticipate potential issues, and develop solutions to keep events and projects on track.
• Creative and resourceful approach to event planning, with the ability to develop engaging event experiences while maintaining brand standards, quality, and business objectives.
• Ability to work independently, take ownership of projects, and demonstrate sound judgment in a fast-paced environment.
• Strong attention to detail and commitment to accuracy, consistency, and quality in event materials, communications, logistics, and documentation.
• Ability to evaluate event performance using data and feedback and identify opportunities for continuous improvement.
• Familiarity with project management, CRM, webinar, and collaboration platforms such as Asana, HubSpot, Zoom, Webex, or similar tools.
• Familiarity with Adobe Creative Suite and AI-enabled marketing tools preferred.

Physical Requirements:

• Ability to sit, stand, and walk for extended periods of time, including during trade shows, conferences, and other events.
• Ability to occasionally lift, carry, push, or pull event materials and supplies weighing up to 50 pounds.
• Ability to assist with or coordinate booth setup, teardown, and event logistics, which may require bending, reaching, kneeling, or working in varied positions.
• Ability to navigate event venues, convention centers, warehouses, and other work environments safely.
• Ability to travel by air and other common modes of transportation as required for the position.
• Ability to work extended hours or varied schedules as needed during event setup, execution, and teardown.
• Ability to perform routine computer-based work, including extended periods of typing, reading, and viewing a computer monitor.