Title:  Trade Show Coordinator

Application Requirements

Please prepare your responses to the following questions in advance, as you will be required to submit answers during the application process. Please note that there is a character limit of 1,500 characters. Failure to respond to the questions may preclude you from moving forward in this process.

• This position requires hands-on responsibility for setting up, dismantling, transporting, and storing branded event equipment. Please describe your experience performing these duties from start to finish, including any post-event feedback or reporting you completed. Please include any experience loading/unloading equipment, preparing event spaces, or supporting on-site event operations.
• Please describe your experience in direct customer or communication engagement roles. In your response, please provide a specific example on how you bring an excited, enthusiastic, and engaging approach interacting with the community members.

Purpose

To coordinate and oversee SMUD’s on-site participation in trades shows, community and SMUD events, including setting up spaces and exhibits that create significant presence for the organization, and inform customers and the general public by strategically marketing the organization's programs and services by coordinating with various internal departments, program specialists, community groups and business/trade, public and private organizations in order to meet the communication needs of SMUD.

Nature and Scope

This is a paraprofessional job classification requiring extensive project management, sales strategy, and coordination skills. Incumbents have responsibility for overseeing and coordinating day-of trade show and event participation, including a high degree of independent decision-making on related work methods.

Duties and Responsibilities

• Collaborates to identify and assess the needs required for each trade show/community event to include space procurement, staffing, badge provision, electrical, collateral material, and facilities support.
• Responsible for the setup, breakdown, and transportation of SMUD-branded tents and other branded event equipment at community events.
• Reviews show contract for accuracy and adherence to rules and regulations, if applicable.
• Recommends appropriate incentive items for programs/SMUD’s needs; tracks the inventory for incentives and coordinates delivery post-order.
• Helps execute a comprehensive staff training program, which demonstrates appropriate sales and customer relations techniques, etiquette, attire, and safety and evacuation procedures.
• Compiles post-event feedback and statistical reports after each trade show/community event, evaluating cost effectiveness of participation.
• Performs related duties similar to the above in scope and function as required.

Required Education

• High School diploma or equivalent.

Required Experience Qualifications

• Experience in planning and executing events and preparing event spaces; setting up and dismantling trade show exhibits and displays; and coordinating logistics for trade shows and community events.

Knowledge Of

Advertising strategies and fundamentals, negotiation strategies, display aesthetic, and copy writing; customer relations; English usage, grammar, punctuation, vocabulary, and spelling; mathematics to perform calculations and basic statistical computations.

Skills To

Communicate effectively and clearly in English in person and by telephone with other staff, customers, representative of external organizations, and the general public; perform routine technical and administrative work; conduct detailed and thorough research; meet and deal tactfully with the public and SMUD employees; make effective oral presentations, including staff training; interpret and apply policies, procedures, standards, and requirements related to area of responsibility; communicate effectively in writing, including writing reports in a clear and concise manner; understand and follow complex and/or brief oral and written instructions, and follow up on one's own with appropriate assessment of situations, data and documents; establish and maintain effective office procedures, record keeping, and filing systems; plan, organize, coordinate, and prioritize assigned tasks to successfully meet deadlines; work cooperatively with diverse personalities in a team-oriented environment; perform multiple and diverse tasks concurrently in a highly pressurized work environment; drive a ¾ ton truck and tow a 14 foot trailer; use relevant word processing, Excel, and related software and databases; use a variety of relevant business office equipment; work weekends and/or overtime; modify designated software programs such as spreadsheet, database and word processing systems; accurately type at a rate required for successful job performance; maintain and administer confidential records and information; conduct research and obtain relevant information via internet resources.

Desirable Qualifications

• Two or more (2+) years’ experience coordinating trade shows, community events, outreach events, or public-facing events.
• Experience building rapport through direct customer engagement, paired with a passion for community connection.
• Experience setting up, dismantling, transporting, and storing trade show exhibits, tents, displays, or branded event equipment.
• Experience coordinating event logistics, such as booth or space reservations, staffing support, electrical or facility needs, collateral materials, and vendor coordination.
• Experience compiling post-event reports, participation metrics, feedback summaries, or cost-effectiveness evaluations.
• Experience using Microsoft Excel, word processing software, databases, or event tracking tools to support event coordination and reporting.
• Experience participating in or supporting safety tailboards, pre-job safety briefings, or event safety discussions.

Required Licenses/Certificates

Must possess and maintain a valid California Driver’s License and a satisfactory driving record (not more than two moving violations in the last two years).

Physical Requirements