Event Marketing Coordinator

We're looking for an Event Marketing Coordinator to plan, execute, and follow through on the events that put our brand in front of the people who matter most — customers, prospects, and partners. This includes trade shows, conferences, sponsorships, webinars, and company-hosted events.

You'll be the person who owns events from start to finish — working closely with sales and our marketing business partners to make sure everything is planned, delivered, executed, and returned, every time. If you love juggling logistics, working with vendors, and seeing a plan come together in real time, this role is for you.

Travel: Occasional travel, estimated at 10-15% of the time, for industry conferences.

This position is hybrid to either our Bloomington, Minnesota or Washington D.C. locations.

• Own events end-to-end — planned, delivered, executed, and returned — partnering closely with sales and our marketing business partners at every step
• Plan and manage logistics for trade shows, conferences, and company events (venue, booth/space, shipping, signage, staffing, and setup/teardown)
• Coordinate with vendors, venues, and internal teams to keep budgets, timelines, and deliverables on track
• Manage event registration, badges, and attendee communications
• Partner with the design team to develop booth graphics, signage, and promotional materials
• Source and coordinate booth elements that elevate the space and fit the brand — furniture, greenery, specialty vendors (like a local juice bar), and similar touches — whether that's a simple, dependable venue option or something custom-researched for a specific event
• Staff and brief booth/event teams so every representative is prepared and on-message
• Book hotel rooms for attendees, coordinating with the office manager/EA for support
• Arrange catering when needed, including for conferences where we host meetings on-site and provide food for attendees
• Manage event budgets and vendor contracts, keeping spend within approved limits
• Own the event calendar, planning shipping timelines around venue lead times and flagging scheduling conflicts before they happen
• Track and maintain event assets and swag/tchotchkes — booths, projectors, pillows, rugs, wraps, and giveaways — inspecting items as they return and flagging when it's time to clean, replace, or reorder
• Track leads generated at events and coordinate handoff to sales
• Measure event performance (attendance, leads, cost-per-lead, ROI) and report results to leadership

• 2+ years of experience coordinating events, trade shows, or marketing programs
• Strong organizational skills — you can manage multiple vendors, deadlines, and moving pieces without dropping the ball
• Clear, professional communication with internal teams, vendors, and leadership
• Comfort with budgets, contracts, and negotiating with vendors
• Sharp attention to detail when it comes to tracking and inspecting physical inventory — noticing wear, damage, or supply gaps before they become a problem
• A good eye for aesthetic detail — able to source and pull together elements like furniture, greenery, or specialty vendors (from an easy, dependable in-venue option to something more custom, like sourcing a local juice bar) that are both reliable and on-brand
• Willingness to travel to events (some evening/weekend work required around show dates)
• Proficiency with project management tools (Asana, Monday, Trello, or similar) and standard marketing tools (email platforms, CRM, event registration software)
• A calm, solutions-first attitude when things don't go as planned (because at some point, they won't)

Preferred

• Experience with booth/display design or working with fabrication vendors
• Familiarity with lead-capture and CRM integration (Salesforce, HubSpot, etc.)
• Background in B2B marketing or a relevant industry

Why This Role Matters

Events are often a company's biggest single investment in brand visibility and pipeline generation. This role directly shapes how prospects and customers experience the brand in person — and how well that investment turns into real business results.


Key Competencies:

• Event Planning & Execution: Successfully manages events from planning through post-event wrap-up, ensuring every detail is executed on time, within budget, and aligned with business objectives.
• Project & Vendor Management: Coordinates multiple vendors, contracts, timelines, and logistics while effectively managing competing priorities and maintaining strong vendor relationships.
• Marketing & Brand Representation: Creates engaging, on-brand event experiences by collaborating with Marketing, Sales, and creative teams to deliver impactful booth designs, promotional materials, and customer interactions.
• Organization & Operational Excellence: Maintains meticulous oversight of event calendars, shipping schedules, inventory, budgets, and event assets to ensure seamless execution and operational efficiency.
• Cross Functional Collaboration & Communication: Partners effectively with Sales, Marketing, leadership, vendors, and external partners to align event strategies, communicate expectations, and achieve successful outcomes.
• Analytical Thinking & Continuous Improvement: Measures event performance, analyzes ROI, lead generation, and attendee engagement, using insights to improve future events and maximize business impact.

How This Role Demonstrates Our Values:

• Integrity: Manages event budgets, vendor relationships, contracts, and company assets responsibly while delivering reliable, professional experiences that reflect the Verus brand.
• Collaboration: Works closely with Sales, Marketing, leadership, creative teams, vendors, and event partners to ensure every event supports business goals and creates a positive customer experience.
• Excellence: Delivers high-quality events with exceptional attention to detail, ensuring every touchpoint reflects the professionalism and quality of the Verus brand.
• Critical Curiosity: Continuously explores new event ideas, creative experiences, vendor partnerships, and performance metrics to enhance attendee engagement, strengthen brand visibility, and improve event ROI.