Trade Show & Communications Coordinator

We're looking for a Trade Show Coordinator to own the planning, execution, and scaling for 20+ industry conferences and trade shows annually. You'll be the operational engine behind our event strategy—managing logistics, coordinating with vendors, supporting our sales and BD teams, and ensuring we show up professionally at every event. This is a hands‑on role for someone who thrives on details, deadlines, and making things happen.

Requirements Event Planning & Logistics

Plan and execute end-to-end logistics for 20+ annual trade shows and conferences (AUSA, SOFIC, AUVSI, Sea Air Space, etc.) Coordinate booth reservations, floor plans, exhibit design, graphics, signage, setup/teardown, and shipping logistics

Manage travel arrangements (hotels, ground transportation) for sales, BD, and engineering teams

Maintain booth inventory and ensure all materials are current, professional, and event‑ready

Coordinate pre-show planning meetings with sales/BD teams to align on objectives and messaging

Troubleshoot on-site issues and manage lead capture and post-show follow‑up processes

Track all deadlines, budgets, and vendor invoices

Booth Operations & Materials

Build and manage relationships with exhibit houses, freight companies, hotels, show organizers, and service providers

Negotiate contracts, manage vendor performance, and coordinate show services (electric, internet, A/V, furniture)

Work with internal teams (sales, BD, engineering, marketing) and external contractors on event requirements

PR & Communications Support

Draft event announcements, press releases, and post-show recaps for distribution to trade publications

Capture event content (photos, quotes, success stories) for use in company communications

Support social media coverage during events (LinkedIn updates, photo sharing)

Maintain relationships with defense trade publication editors and writers

Required Qualifications

3-5+ years of event planning, trade show coordination, or similar logistics-heavy role

Proven ability to manage multiple projects simultaneously with competing deadlines

Extreme attention to detail and organizational skills

Strong vendor negotiation and relationship management

Comfortable working with budgets and tracking expenses

Ability to travel to events (20-30% travel, mostly domestic)

Willingness to work occasional weekends/evenings during show season

Proficiency with project management tools (Asana) and spreadsheets

Professional communication skills (you'll interface with executives, customers, vendors)

Preferred Qualifications

Experience with defense/aerospace industry events (AUSA, SOF Week, AUVSI, etc.)

Military veterans encouraged to apply - your understanding of DoD culture and military customer expectations is highly valued in this role

Familiarity with technical B2B marketing

Media relations or PR experience - ability to coordinate press activities at events, draft press releases, or manage trade publication relationships

Strong writing skills for event recaps, blog posts, or trade publication content

Graphic design skills or experience working with design vendors

Benefits

Compensation & Benefits: Market-based salaries and full benefits including health/dental/vision, 401(k), PTO, and professional development funding

Perks: Company-wide catered lunch every Friday. Fully stocked break room complete with billiards, ping pong, foosball & more

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