Events Coordinator - Conventions

The Events Coordinator – Conventions is responsible for the planning, coordination, and execution of conventions and other live events from inception through completion. This role ensures seamless event operations, supports event marketing initiatives, and collaborates closely with internal departments, customer organizations, vendors, and event stakeholders to deliver exceptional event experiences and successful business outcomes.

Key Responsibilities

1. Event Planning & Production

• 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.

2. Live Event (Convention) Coordination & Management

• Manage registration processes for conventions and exhibited events on behalf of J.W. Pepper and attending representatives.
• Establish 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.
• Oversee convention-related workflows and task management within ClickUp, providing clear visibility into progress, responsibilities, and deadlines.
• 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.
• Reconcile and code all credit card event expenses using Wells Fargo Expense Manager.
• 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.

3. 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.
• Generate QR codes for entry forms once landing pages are finalized to streamline attendee engagement.
• 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.

4. Reporting & Data Analysis

• 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.