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.