Event Project Coordinator

4 weeks ago

Montreal, Quebec, Canada Vention Full time
Event Project Specialist Job Description

The Event Project Specialist position at Vention is a pivotal role in our expansion strategy, requiring strong cross-functional management skills.

This role oversees all trade show operations and manages both in-person and online events for Vention, executing and coordinating logistics to achieve defined business objectives, supporting the sales funnel, and acquiring qualified leads.

Key Responsibilities:

  • Develop and manage the full corporate event strategy for the organization, working closely with other marketing team members.
  • Coordinate and oversee the marketing, planning, and logistics of events, including trade shows, partners, field marketing, sales, and Vention's annual Demo Day.
  • Nurture and build relationships with vendors, venues, and other industry contacts to craft and implement creative and logistical aspects of all events.
  • Manage project timelines for on-time/on-target deliverables, including artwork deadlines, show shipments, setups/breakdowns, event staffing, supporting materials and collateral, and budgeting/paying vendors.
  • Manage an annual budget with spending targets efficiently and effectively.
  • Proactively prepare company leadership and the CEO for event participation, including briefings and logistical arrangements.

Trade Show Responsibilities:

  • Ensure alignment with Marketing and Sales to ensure tradeshow objectives are clearly articulated and established goals are met.
  • Execute the annual trade show strategy, build a calendar, and budgets in alignment with all stakeholders.
  • Evaluate and manage current and future booth requirements, such as booth size, design, graphics, booth demos, collaterals, etc.
  • Manage and coordinate the logistics of exhibit property, including booking space, coordinating shipping, collateral materials production, audio/video/internet requirements, booth and signage, giveaways, catering, travel, etc.
  • Manage deadlines effectively to guarantee the timely completion of demo units, tracking progress and addressing any potential delays proactively.
  • Collaborate with technical teams to schedule the demo preparation for the tradeshows and events.
  • Work alongside the tech team in the warehouse to prepare and pack demo units, requiring hands-on involvement and openness to get familiar with Vention's products.
  • Ensure the shipping of the demos with the operations team.
  • Coordinate and participate in the installation of the booth and the machines at the exhibition hall, including the setup of the units.
  • Coordinate travel accommodations and transportation to and from events.
  • Collaborate with other marketing team members to develop event-oriented pre-show promotions (documents, social media, outreach emails, etc.). Conduct and communicate post-show analysis, including metrics.
  • Motivate and act as a Vention ambassador at the tradeshows, demonstrating in-depth knowledge of Vention.

Webinar Responsibilities:

  • Manage schedule, organization, logistics, and execution of webinars.
  • Prepare the documents and presentation in collaboration with relevant stakeholders.
  • Ensure the quality of the speakers and organize content review and, or, practices.
  • Prepare event invites, LinkedIn posts, and emails to promote the events in collaboration with the marketing team.

Qualifications:

  • Bachelor's degree in marketing, Communication, or engineering if you have relevant marketing and event experience.
  • Strong communication skills in English and French.
  • 2-4 years of event planning and management.
  • 2+ years working in a B-to-B environment is a plus.
  • Experience in coordinating trade shows outside Canada with more than 10 staff.
  • Strong organizational skills and capacity to thrive in a fast-paced environment.
  • Self-starter and willing to grow in an organization.
  • Thriving under pressure and managing unexpected challenges with composure and efficiency.
  • Can work independently with various stakeholders inside and outside the company.
  • Eager to learn and understand Vention's technology and products.

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