Balanced Body is Hiring!
The Trade Show Logistics Coordinator owns the end-to-end logistics of Balanced Body’s trade show and event presence — from booth contracting through show-day execution and post-event wrap-up. Show selection is determined by Sales & Marketing leadership; the Trade Show Manager is informed of the finalized show line-up and takes ownership of all logistics, contracting, and execution from there. Working closely with the Director of Marketing, this role oversees event contracting, booth production, freight and shipping, booth staffing, and vendor relationships to ensure every show reflects the Balanced Body brand and supports the company’s sales and marketing goals across the US, UK, and international markets. The role manages Balanced Body’s presence at approximately 20 trade shows per year, both domestic and international, and partners peer-to-peer with the BB Logistics Lead on ordering the supplies needed for each show.
Key Responsibilities:
Show Planning & Contracting
- Maintain the annual trade show calendar and monitor booth registration “open dates” to secure priority booth placement on shows selected by Sales & Marketing leadership, contacting shows roughly 8 months in advance.
- Confirm show participation and logistics requirements with internal stakeholders once shows are selected, and negotiate and execute show contracts and booth selection.
- Serve as the primary point of contact for exhibitor and show-services portals, including badge registration, company description/logo submissions, and insurance requirements
- Book staff hotel accommodations for shows that do not include lodging in the exhibitor package.
Booth Production & Materials
- Develop booth floorplans and translate them into equipment and sales/marketing needs lists.
- Order and track show equipment and materials through shipment, accounting for production lead times of approximately 3 months.
- Partner peer-to-peer with the BB Logistics Lead to order the supplies needed for each show.
- Manage freight in/out logistics, using advance warehouse shipping to secure the best rates where possible.
- Maintain and pack the standard show kit (sales materials, dolly, tape, gloves, lanyards, etc.) for every event, domestic and international.
- Maintain shared BB US/BB UK booth inventory, including furniture, counters, and booth flooring.
Onsite Execution
- Create and maintain a Run of Show (ROS) document with full event details for staff onsite.
- Coordinate onsite graphics, signage, and booth decoration installation with the Marketing and Events teams.
- Act as the onsite logistics point of contact, troubleshooting issues as they arise.
Post-Show & Reporting
- Lead post-mortem reviews with onsite staff and the broader Balanced Body team after each show.
- Track show performance and provide data and insights to Sales & Marketing leadership to inform which shows to continue attending in the following year.
- Keep the events calendar and tracking documentation current for use across Sales and Marketing.
