Trade Show Coordinator

About the role

The Trade Show Coordinator owns day-to-day operational execution while supporting the Lead's overall program direction. This role ensures logistics are organized, branded items reinforce Parkhill’s identity, and reporting drives improvement. Oversees the pre-show planning, onsite execution, and post-show follow up for Parkhill’s growing trade show needs while also providing support to the Trade Show Lead. This is a full-time, exempt position paid on a salary basis.

Life at Parkhill

At Parkhill, Building Community is the reason we exist. We invest in extraordinary people who love investing in their communities. We are more than planners, architects, and engineers — we are neighbors who choose to live and serve in the communities we work. Increase your impact with our team of passionate collaborators. Whether you are a recent graduate with untapped potential or a professional with proven expertise, we invite you to discover a career path designed for you. Parkhill is one of the largest architectural and engineering firms in the Southwest. We have 15 offices located throughout Texas, New Mexico, and Oklahoma.

Responsibilities

• Leads trade show kickoff and touch base meetings with key stakeholders, conference participants, and Marketing team members to establish event objectives, identify support requirements, define responsibilities, and align on execution strategy.
• Distributes post meeting notes and key action items to the team.
• Manages the booth selection process, strategically evaluating show floor placement and available options to maximize Parkhill’s visibility, accessibility, and overall presence.
• Evaluates sponsorship opportunities and associated benefits to determine strategic value, including opportunities for preferred booth placement, enhanced brand exposure, additional signage, logo placement, and other promotional opportunities.
• Manages trade show registration and sponsorship payments, ensuring expenses are accurately allocated to the appropriate cost centers and project codes.
• Determines the appropriate booth configuration and size for each trade show based on event size, audience, available space, branding requirements, and overall event objectives.
• Develops and manages booth logistics strategies, including determining whether exhibit assets should ship directly between events or route through Parkhill’s third-party storage and fulfillment vendors.
• Manages exhibit orders through vendor portals, ensuring booth components and supporting materials are accurately reserved and scheduled for each event.
• Partners with the Creative team to develop and coordinate trade show graphics, identifying required updates, rebranding, or co-branding needs and ensuring all materials adhere to Parkhill brand standards.
• Manages comprehensive trade show timelines and logistics, proactively tracking early-order, advance warehouse, shipping, service, and other critical deadlines to maximize cost savings and avoid expedited or late-order fees.
• Coordinates installation and dismantling (I&D) labor, freight, material handling, and shipping services to ensure exhibit materials arrive at advance warehouses and event venues within required timelines.
• Assess promo needs for each event and place orders based on anticipated attendance, inventory levels, budget, and lead times to maintain appropriate inventory while minimizing