Events Coordinator
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Job Description
Events Coordinator managing trade show logistics, budgets, travel, and speaking engagements for Sharp Performance’s first-responder coaching platform. Supporting marketing, sales, and business development teams.
Responsibilities:
- Register booths and teams, and manage exhibitor deadlines, forms, and badge lists
- Negotiate and manage vendor contracts, including deposits, payment dates, and cancellation terms
- Build and track budgets for each event
- Order print materials, booth graphics, and giveaways, and ship booth materials on time
- Build Notion preparation documents covering schedules, booth setup instructions, staffing, meetings, and key contacts
- Book flights and hotels for the team
- Make restaurant reservations for customer dinners and team events
- Arrange return shipping and maintain an inventory of booth materials
- Reconcile invoices and expenses against event budgets
- Record costs and lessons learned for future event planning
- Find and book speaking engagements for the Business Development team
- Maintain a shared calendar of events, deadlines, and speaking opportunities
- Support go-to-market leaders with travel, scheduling, and logistics as needed
- Ensure events run on time and on budget, field teams have ready booths and reliable preparation documents, and Business Development maintains a steady calendar of speaking slots
Requirements:
- 5 to 7 years of experience in event coordination, executive assistance, or both, including trade shows or conferences
- Experience with events in public safety, government, or adjacent markets is a plus
- Experience running several events at once with overlapping deadlines
- Comfort negotiating with vendors and reading contracts
- Experience building and tracking event budgets
- Experience booking group travel and managing calendars for a busy team
- Clear written communication
- Habit of documenting everything so others can follow it, ideally in Notion
- Calm under pressure when plans change the week of an event
Benefits:
- Medical, dental, and vision insurance
- Flexible PTO
- 401(k) with company match
- Access to the same performance coaches offered to clients
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