Tradeshow and Events Coordinator (Irving, TX)

Job Description

Job Description

Globally recognized for exceptional product performance and versatility, Fotona develops award-winning aesthetic, medical, and dental lasers. With over 50 years of laser expertise and industry leadership, Fotona has sold over 30,000 lasers worldwide with distribution in over 60 countries. Fotona’s reputation for excellence is earned from its dedication to R&D, unparalleled quality, reliability, ease of use, and durability.

Fotona is seeking a motivated and detail-oriented Tradeshow and Events Coordinator to join our dynamic team. This role is responsible for assisting in the planning, coordination, and execution of tradeshows, conferences, and events that elevate our brand presence and drive engagement. The ideal candidate will have excellent organizational skills, a passion for event planning, and the ability to manage multiple projects in a fast-paced environment.

Key Responsibilities :

• Support the development and execution of tradeshows, regional meetings, workshops, and event strategies aligned with business objectives.
• Logistical coordination of over 100 events a year, including but not limited to, venue selection, preparing and tracking incoming and outgoing shipments of materials, equipment and travel arrangements.
• Speaker and presenter relations : Conduct outreach to potential speakers, including industry leaders, subject matter experts, and keynote presenters. Serve as the primary point of contact for all speaker-related inquiries and correspondence. Provide clear and timely communication regarding event details, schedules, deliverables, and expectations.
• Contract negotiation with external partners and service providers to ensure high quality execution and adherence to budget.
• For select events; oversee onsite set-up and tear down, ensuring compliance with all guidelines and timelines. Provide on-site support, troubleshooting issues and ensuring a smooth attendee experience.
• Anticipate and resolve potential issues, such as scheduling conflicts, technical difficulties, or last-minute cancellations. Prepare backup plans, such as replacement speakers or alternative session formats, to ensure the event’s success.
• Ensure lead data capture and flow into CRM.
• Post-Event Analysis : Gather and analyze event metrics and feedback to evaluate success and identify areas for improvement.
• Budget Management : Track event expenses and ensure adherence to the approved budget. Identify cost-saving opportunities without compromising quality.
• Collaborate with internal teams such as marketing and sales teams to align event goals with company priorities.
• Collaborate with marketing to create event marketing materials, including invitations, promotional content, and signage.
• Manage pre-event, during-event, and post-event communications to maximize attendance and engagement.

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