Trade Shows and Events Coordinator - Visit Orlando : Job Details

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, Sales Missions, Trade Shows, FAMs, Press Trips, Member Events, training events, etc., including:
• Budgeting/invoicing/billing/financial reconciliation for events up to $20,000 at the direction of the director
• Contract negotiation and execution at the direction of the director
• Design and manage digital event invitations through Cvent registration software
• Create printed and digital invitations, signs, thank you letters, collateral, printed materials, promotional amenities, 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

• 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, setting-up and tracking Cvent invitations, completing the internal work orders, purchase orders and paperwork necessary to execute their events. Local onsite registration support when required. No travel requirements.
• 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 providing weekly registration and opt-out reports as well as other database changes to assigned planner. Acts as registration liaison with members and clients.
• Submits job orders for event-related items, including invitations, signage, surveys, video coverage, legal contracting, etc.
• Prepares shipments of event and tradeshow materials for local, nationwide, and global events.
• Process invoices, purchase orders, and check requests for project and amenity requests. Ensures orders have been fulfilled in a timely manner.
• Works with the research department to send out event surveys to attendees and collects data to share with assigned planners.
• Assists in the management of Simpleview. This entails but is not limited to adding members, updating statuses when needed, and running reports.
• Obtains and collects sales collateral for distribution at tradeshows and sales missions, etc.
• 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.

Supervision of Others

None

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 with strong attention to detail.

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 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision and depth perception.

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.

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.