Events Coordinator - Conventions

Key Responsibilities

• Partner with cross-functional teams, including Events, Account Management, Marketing, IT, and Distribution Centers, to enhance event planning processes and execution strategies
• Coordinate all aspects of convention and event delivery, ensuring successful execution and achievement of event objectives
• Manage event logistics, budgets, timelines, and deliverables while ensuring adherence to deadlines
• Serve as a key liaison for customer organizations, understanding and addressing event-specific needs and requirements
• Develop, review, and proof event materials, including marketing collateral and specialized choral music booklets
• Utilize ClickUp to maintain visibility into event planning activities, milestones, goals, and outcomes
• Anticipate and resolve issues proactively to ensure smooth operations before, during, and after events
• Maintain a high level of professionalism in all interactions with internal teams, venue personnel, vendors, customers, and event partners to support a positive customer experience and successful event outcomes
• Manage registration processes for conventions and exhibited events on behalf of J.W. Pepper and attending representatives
• Create and maintain event-specific company IDs and sub-inventories within EBS to support accurate tracking and reporting
• Create and maintain comprehensive event records in ClickUp, ensuring all event details are current and accessible
• Coordinate booth services and equipment through third-party vendors, including electricity, furnishings, carpeting, lead retrieval systems, and other event necessities
• Partner with Atlanta Distribution Center staff to coordinate the ordering, shipment, and tracking of event supplies, company equipment, and promotional items
• Monitor promotional inventory levels and facilitate timely replenishment to ensure adequate stock for upcoming events
• Communicate comprehensive logistical details and pertinent information to Pepper representatives attending events, including scheduling necessary meetings
• Collaborate with internal teams to coordinate the shipment of print materials, including reading session booklets and other event resources
• Work directly with vendors and shipping partners to confirm booth and material logistics and provide shipment details to Distribution Center staff for inbound and outbound coordination
• Submit all event-related invoices through AP Express and ensure timely processing
• Verify that event staff receive all captured leads when lead retrieval systems are utilized
• Monitor and respond to assigned tickets within the Freshdesk Event Management queue
• Maintain convention and event listings on jwpepper.com, including creating and updating dedicated event detail pages
• Develop and schedule targeted pre-event marketing campaigns using Braze
• Design and implement JotForm surveys for gift card/free shipping coupon sign-ups and coordinate the creation of the associated landing page
• Design and produce event signage, flyers, handouts, and booth materials that support marketing initiatives and lead generation efforts
• Design and produce booth signage, handouts, and flyers incorporating QR codes for efficient collection of attendees contact information via sign-up forms
• Coordinate and fulfill free shipping code requests received through the eCommerce Request Form in ClickUp, while creating event-specific promotional shipping codes to support marketing and event initiatives
• Create and disseminate post-event marketing emails to all attendees who completed a sign-up form, including the relevant free shipping code
• Collect and document post-event feedback and reporting submitted by Pepper representatives through JotForm surveys
• Gather attendance and participation metrics from event organizers, customer organizations, and attending representatives when available
• Analyze and report on free shipping promotion performance and maintain accurate event records within ClickUp
• Generate and maintain sales reports for designated selling events, including the Texas selling shows
• Prepare quarterly reports summarizing event engagement metrics, lead generation, attendee interactions, promotional program participation, event costs, and sales performance
• Track and report key event metrics, including gift card registrations, lead capture activity, meetings conducted, reading session app registrations, and distribution of promotional materials

Marketing Support

• Maintain convention and event listings on jwpepper.com, including creating and updating dedicated event detail pages
• Develop and schedule targeted pre-event marketing campaigns using Braze
• Design and implement JotForm surveys for gift card/free shipping coupon sign-ups and coordinate the creation of the associated landing page
• Design and produce event signage, flyers, handouts, and booth materials that support marketing initiatives and lead generation efforts
• Design and produce booth signage, handouts, and flyers incorporating QR codes for efficient collection of attendees contact information via sign-up forms
• Coordinate and fulfill free shipping code requests received through the eCommerce Request Form in ClickUp, while creating event-specific promotional shipping codes to support marketing and event initiatives
• Create and disseminate post-event marketing emails to all attendees who completed a sign-up form, including the relevant free shipping code