Trade Show Coordinator

Gator Bio is a pre-IPO biotech company located in Palo Alto, CA. We are creating innovative technologies to solve difficult problems facing today’s healthcare industries. We develop, manufacture and market Biolayer Interferometry based and similar instruments, biosensors, reagents, and consumables for in-vitro diagnostics and biotherapeutic development. Our mission is to simplify and accelerate biological analysis for biotherapeutic research and development. 

We are hiring a part-time, contract Trade Show Coordinator to be based in Palo Alto. As the Events Coordinator, you will play a crucial role in enhancing our brand visibility, engaging with key stakeholders, and contributing to the success of our marketing and sales strategies. 

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• Trade Show Coordination: 
• Manage end-to-end logistics for Gator Bio's participation in trade shows, including booth setup, preparation of marketing materials and collateral, and coordination of attendee schedules. 
• Order all carpeting, electrical, lead retrieval, and shipping freight through provided event manuals. 
• Register all attendees for each show. 
• Ensure a seamless and professional representation of the company at events. 

• Virtual Booth: 
• Develop and manage virtual booths to highlight Gator Bio's expertise and products. 
• Direct all online inquiries to appropriate stakeholders optimizing lead generation efforts.  
• Pallet Logistics: 
• Collaborate with shipping teams to prepare, load, and unload pallet shipments for trade shows. 
• Operate pallet jacks to move shipments into storage, ensuring compliance with safety standards. 
• Secure pallets with stretch wrap to safeguard against damage during transit. 

• Collateral & Swag Inventory: 
• Maintain an organized inventory of marketing collateral and promotional items using Monday.com. 
• Partner with external vendors to design and produce event-specific materials that align with brand guidelines.

• Pre-Show Deck: 
• Coordinate with cross-functional teams—including marketing, sales, and creative—to ensure brand messaging is consistent. 
• Initiate outreach at least two months before each event, reminding team members to arrange their own hotel accommodations.   
• Create detailed sales decks and conduct pre-show meetings with all registrants one month prior to events to review logistics and objectives. 
• Facilitate effective communication between internal and external stakeholders. 

• Experience in Marketing, communications, and event management preferred. 
• 2-3 years of experience in event coordination, preferably in the life sciences or biotech industry. 
• Strong organizational and project management skills.  
• Excellent written and verbal communication abilities. 
• Proficiency in Microsoft Office Suite and event management software.  
• Ability to adapt to evolving priorities and work independently with minimal supervision.   
• Innovative mindset with the ability to contribute ideas for improving event strategies.

• Must lift, push, pull, up to 50 lbs.
• Pre-employment physical requirement upon job offer