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Key Responsibilities and Required Skills for Fair Coordinator

💰 $48,000 - $70,000

EventsMarketingCoordinationAdministration

🎯 Role Definition

The Fair Coordinator is the central orchestrator for the end-to-end planning, logistics, and execution of our company's fairs, including trade shows, career fairs, and community exhibitions. This individual acts as the primary point of contact for all stakeholders, managing vendor relationships, overseeing budgets, coordinating marketing efforts, and ensuring a seamless, high-quality experience for all participants and attendees. Success in this role hinges on a proactive mindset, meticulous attention to detail, strong negotiation skills, and the ability to troubleshoot effectively in a dynamic, fast-paced event environment.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Event Assistant
  • Administrative Coordinator
  • Marketing Coordinator

Advancement To:

  • Senior Fair Coordinator
  • Event Manager
  • Marketing & Events Manager

Lateral Moves:

  • Project Coordinator
  • Vendor Relations Specialist

Core Responsibilities

Primary Functions

  • Manage the entire lifecycle of fairs and exhibitions, from initial concept development and strategic planning through to on-site execution and post-event analysis.
  • Develop and meticulously manage comprehensive event budgets, tracking all expenditures, processing invoices, and delivering detailed post-event financial reconciliation reports.
  • Act as the primary liaison for all external partners, including venues, vendors, exhibitors, sponsors, and service providers, fostering strong professional relationships.
  • Source, negotiate, and manage contracts with suppliers for services such as audio-visual, catering, security, decor, and transportation to ensure quality and cost-effectiveness.
  • Coordinate all on-site logistics, including the development of floor plans, booth assignments, registration setup, staffing schedules, and move-in/move-out procedures.
  • Develop and execute integrated marketing and communication plans to drive both exhibitor participation and attendee registration, utilizing email marketing, social media, and PR.
  • Oversee the event registration process for all participants, managing ticketing platforms, responding to inquiries, and providing regular status reports to leadership.
  • Create detailed project timelines, production schedules, and run-of-show documents to ensure all stakeholders and team members are aligned on key deadlines and responsibilities.
  • Serve as the on-site floor manager during the fair, proactively addressing issues, managing staff, and making executive decisions to ensure a smooth and successful event flow.
  • Conduct thorough post-event evaluations, including gathering and analyzing feedback from attendees and exhibitors to generate comprehensive reports on event success, KPIs, and ROI.
  • Coordinate the design, production, and distribution of all event-related collateral, including digital and printed programs, signage, name badges, and promotional materials.
  • Secure and manage sponsorship packages, ensuring all sponsor deliverables and contractual obligations are met before, during, and after the fair.
  • Collaborate closely with internal departments such as Sales, Marketing, and HR to ensure the fair's objectives align with broader organizational goals.
  • Plan and coordinate all programming aspects of the fair, such as guest speakers, panel discussions, and workshops, including scheduling and logistics for participants.

Secondary Functions

  • Recruit, train, and manage a team of event volunteers or temporary staff, assigning roles and providing clear direction to support event operations.
  • Maintain and update the exhibitor/vendor database and CRM system with accurate contact information and interaction history.
  • Ensure all aspects of the fair comply with relevant health, safety, and accessibility regulations, as well as obtaining any necessary permits or licenses.
  • Manage the inventory of event-related equipment and supplies, coordinating storage, maintenance, and procurement as needed.
  • Conduct site inspections and research potential venues for future fairs, presenting recommendations to senior management.
  • Support ad-hoc data requests and exploratory data analysis related to event performance and attendee demographics.
  • Participate in industry events and trade shows to stay current with emerging trends, technologies, and best practices in event coordination.

Required Skills & Competencies

Hard Skills (Technical)

  • Event Management Software: Proficiency in platforms like Cvent, Eventbrite, or similar event registration and management systems.
  • Project Management Tools: Experience using software such as Asana, Trello, or Monday.com to manage complex timelines and tasks.
  • Budget Management: Strong skills in creating and managing spreadsheets (Excel, Google Sheets) for budgeting, expense tracking, and financial reporting.
  • CRM Software: Familiarity with Customer Relationship Management systems (e.g., Salesforce, HubSpot) for managing stakeholder data.
  • Microsoft Office Suite: Advanced proficiency in Word, Excel, and PowerPoint for creating documents, reports, and presentations.
  • Vendor Negotiation & Contract Management: Demonstrated ability to negotiate favorable terms and manage contractual agreements with suppliers and partners.

Soft Skills

  • Exceptional Organization & Multitasking: Ability to simultaneously manage multiple projects and priorities with meticulous attention to detail in a fast-paced environment.
  • Communication & Interpersonal Skills: Excellent written and verbal communication skills for clear and professional interaction with clients, vendors, and internal teams.
  • Problem-Solving Under Pressure: A calm and resourceful approach to troubleshooting logistical challenges and resolving issues in real-time during live events.
  • Time Management: Superior ability to prioritize tasks, meet strict deadlines, and manage one's own schedule effectively.
  • Customer Service Orientation: A dedicated and empathetic approach to ensuring a positive and seamless experience for all exhibitors and attendees.
  • Proactive & Takes Initiative: A self-starting mentality with the ability to anticipate needs and act decisively without constant supervision.

Education & Experience

Educational Background

Minimum Education:

Associate's Degree or equivalent professional experience in a related field.

Preferred Education:

Bachelor's Degree

Relevant Fields of Study:

  • Hospitality Management
  • Marketing
  • Communications
  • Business Administration

Experience Requirements

Typical Experience Range:

2-5 years of direct experience in event planning, coordination, or management.

Preferred:

Demonstrated success in coordinating multi-day conferences, trade shows, or large-scale exhibitions with over 50+ exhibitors is highly preferred. Certified Meeting Professional (CMP) designation is a plus.

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