Trade Show Coordinator

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).