Event Coordinator and Logistics Specialist

1 month ago

Mohali, Punjab, India RChilli Inc. Full time
Job Title: Event Coordinator and Logistics Specialist

Location: Mohali

Employment Type: Full-Time

Experience: 23 years in event management or similar roles

Salary: 68 Lakh/annum

We are seeking a highly organized and proactive Event Coordinator and Logistics Specialist to oversee all aspects of our trade show participation from pre-event planning and logistics to onsite and post-event analysis. The ideal candidate will have a strong background in event management and operations with the ability to manage multiple tasks and vendors while ensuring successful outcomes at each event.

Key Responsibilities:

  • Event Management: Work closely with leadership to define clear objectives for each event (lead generation, brand awareness, meetings, etc.).
  • Team Coordination: Collaborate with marketing, sales, and booth staff to ensure all roles are clearly defined and team members are prepared for their responsibilities.
  • Vendor and Partner Management: Liaise with event organizers, booth suppliers, and vendors to ensure smooth logistics and timely execution of event plans.
  • Supervision: Oversee booth setup, manage the team during the event, and ensure all equipment and materials are in place.
  • Budget Management: Manage event budgets, ensuring cost efficiency while maintaining high standards of quality for booth setup and materials.

Operations and Logistics:

  • Booth Design & Setup: Plan and manage booth designs, ensuring they align with branding and functional needs. Coordinate with vendors for setup and teardown.
  • Equipment Management: Ensure all technical equipment, such as screens, laptops, and badge scanners, are functional and ready for use.
  • Promotional Material Preparation: Manage the procurement and transport of branded giveaways, brochures, and other promotional materials.
  • Logistics Coordination: Handle all logistical aspects, including vendor communication, shipping of materials, and booth setup timelines.

Marketing Activities:

  • Landing Pages and Event Registration: Work with the marketing team to create compelling landing pages, registration forms, and CTAs to drive booth visits and pre-event meeting bookings.
  • Social Media Campaigns: Develop and execute pre-event, live-event, and post-event social media strategies to engage attendees, build brand awareness, and promote event participation.
  • Email Campaigns: Create targeted email campaigns to prospects and attendees (using show sponsor lists and previous event attendees) to drive booth traffic and meeting requests.
  • PPC and Paid Search: Manage paid advertising campaigns (Google Ads, LinkedIn, etc.) to promote the event, ensuring high visibility and targeted traffic to the booth.
  • Content Creation: Develop engaging content, such as blog posts, video clips, and event teasers, that promote the event and encourage participation.
  • Meeting Targets: Ensure the team meets pre-event and onsite meeting quotas by implementing effective outreach strategies (calls, emails, LinkedIn messaging).
  • Reporting & Analytics: Track the performance of all marketing campaigns (social, PPC, email) and report on KPIs, such as engagement, click-through rates, and lead generation.

Post-Event Management:

  • Data Collection & Reporting: Organize and analyze data collected during the event (badge scans, meeting notes) and work with the sales team to ensure timely follow-ups.
  • Post-Event Analysis: Lead debrief meetings to analyze the event's success, including lead generation, conversion rates, and overall ROI.
  • Lead Nurturing Campaigns: Work closely with the sales team to execute follow-up campaigns, including personalized emails and phone calls, to convert leads into paying customers.
  • Social Media & Email Follow-Up: Share post-event content (recaps, thank-you posts) on social media and follow up with leads via email to maintain engagement.

Requirements:

  • Bachelor's degree in Event Management, Marketing, Business, or a related field.
  • 23 years of experience managing corporate events, trade shows, and digital marketing campaigns.
  • Strong understanding of marketing techniques, including social media, PPC, and email campaigns.
  • Proven track record in managing event logistics, vendor relationships, and booth design.
  • Excellent project management skills, with the ability to handle multiple tasks and meet deadlines.
  • Strong communication and interpersonal skills to work with internal teams, prospects, and external partners.
  • Experience in managing event budgets and delivering cost-effective solutions.
  • Proficiency in marketing tools (HubSpot, Marketo, Google Ads, LinkedIn Campaign Manager) and CRM platforms.

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