Trade Shows & Events Coordinator

PRIMARY OBJECTIVE:

Provides logistical support and planning to the Trade Shows & Events Department event planners in the coordination and planning of trade shows and events that support Visit Orlando’s mission to promote Orlando as a destination. Also provides creative and logistical planning for internal events. 

MAJOR AREAS OF RESPONSIBILITY:

  • Manages, coordinates, plans, and executes all facets of assigned internal events, Destination Orientations, Press Trips, training events, etc., to include:
    • Budgeting/invoicing/billing/financial reconciliation for events up to $10,000 at the direction of the director
    • Contract negotiation and execution at the direction of the director
    • Design and manage digital event invitations through registration software
    • Create printed invitations, signs, thank you letters, promotional collateral, printed materials, promotional amenities, networking booklets, etc.
    • Design unique menus with consideration for location, dietary restrictions and audience
    • Audio visual & production
    • Manage transportation through third-party suppliers
    • Onsite manager to execute events at the direction of the director
    • Produce event reporting to include event resume, working agenda, and post-event summary
  • Works with Director to establish personal goals and objectives
  • Provides key administrative and logistical assistance to Events Department Planners and Senior Planners by supporting on their projects from concept to completion. This entails but is not limited to researching theme concepts and venues, checking availability of venues, setting up and tracking Cvent invitations, completing the internal work orders, purchase orders and paperwork necessary to execute their events.  Onsite registration support when required.
  • Compiles research information on available dates for events, venue locations and pricing information for client gifts and transportation into reports for the planners.
  • Prepares and distributes initial interest memos, participation agreements and policy and liability waivers to Visit Orlando members as necessary.  Collects and tracks responses. 
  • Manages registration database by creating Cvent invitations and event reminders, tracking RSVPs, and provide weekly registration and opt out reports as well as other database changes to assigned planner. Prepares registration lists and accurate statistics for events. Acts as registration liaison with members.
  • Submits job orders for event-related items, including invitations, tent cards, signage, etc.
  • Prepares shipments of event and tradeshow materials for local, nationwide and global events.
  • Processes invoices, purchase orders, check requests for project and amenity requests.  Ensures orders have been fulfilled in a timely manner
  • Works with research department to send out event surveys to attendees and collects data to share with assigned planner
  • Assists in the management of Simpleview. This entails but is not limited to adding  members, updating statuses when needed, running reports
  • Obtains and collects sales collateral for distribution at tradeshows and sales missions, etc.
  • Submits e-leads to DS Department for various events.  Tracks responses and submits report to assigned planner. 
  • Acts as back up to receptionist when needed.
  • Ensures own work area is maintained in a safe and clean manner.
  •  Performs other accountabilities and projects as assigned.
  • Performs administrative duties for the department as a back-up for the department admin.

QUALIFICATION REQUIREMENTS:

50 cwpm, proficiency in MS Word, Outlook, Excel and PowerPoint.  Database experience is preferred.  Excellent organizational and communication skills (verbal and written). 

EDUCATION AND/OR EXPERIENCE:
Bachelor’s Degree (B.A.) from four year college or university, internship a plus, one year related experience or equivalent combination of education/training and experience. 

LANGUAGE SKILLS:
Ability to read and comprehend simple instructions, short correspondence and memos.  Ability to write simple correspondence.  Ability to effectively present information in one-to-one and small groups situations to customers, clients and other employees of the organization. 

MATHEMATICAL SKILLS:
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.  Ability to compute rate, ratio and percent and to draw and interpret bar graphs.

REASONING ABILITY:
Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS:
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel objects, tools or controls; reach with hands and arms; and talk or hear.  The employee is occasionally required to stand and walk.  The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, distance vision, peripheral vision and depth perception.

LOCATION:
Candidates must be located in Orlando. There is no relocation assistance available for this position. 

WORK ENVIRONMENT:
The environment for this job is typical for an office and does not result in exposure to conditions outside of the normal office environment.

The above is intended to describe the general content of and requirements for the performance of this job.  It is not to be construed as an exhaustive statement of duties, responsibilities or requirements and does not imply a contract.


If you would like to apply, please send your resume to Human.Resources@visitorlando.com


About Us

VISIT ORLANDO MISSION AND CORE VALUES

Our mission is to inspire, promote and grow global travel to Orlando for economic and community benefit. Our Core Values are: (1) WE INNOVATE: We are free to be curious and to create what we imagine. We go beyond delivering what works, we deliver what’s next; (2) WE TRUST: We are stewards of the resources and experiences entrusted to us. We show up for each other and our community. Trust is our currency; (3) WE WELCOME: We are diverse by nature and inclusive by choice. Everyone belongs here; (4) WE SERVE: We are dedicated to serving our community and each other. Service is our superpower; (5) WE “ORLANDO”: We create moments that matter and have a blast doing it! Fun has no height restrictions.

HEALTH AND SAFETY

Amid the COVID-19 pandemic, Visit Orlando wants to assure you of its continued commitment to maintaining a safe and healthy workplace and community and that we are taking additional measures to protect you, your coworkers, and your families from contracting and spreading COVID-19. We highly encourage all of our team members to be fully vaccinated. Due to this, you will be asked about your vaccination status at the time of any offer extended.