Event Coordinator

This role is in-person in our Carrollton, Texas office within the Marketing department and also works closely with Sales Leadership. Research, evaluate, and recommend trade shows, conferences, business exchanges, and sponsorship opportunitiesMaintain a master calendar of approved, tentative, and declined eventsTrack deadlines, deliverables, and decision points for all eventsMaintain historical context and performance notes to inform future recommendationsWork closely with Sales and Marketing leadership to align event participation with business goalsBudgeting and Financial Oversight Register ALN and attending staff for all approved eventsManage booth selection, exhibitor kits, sponsorship inclusions, and required submissionsCoordinate speaking slots, listings, and sponsor deliverables where applicableServe as the primary event point of contact with associations, event organizers, venues, and vendorsCommunicate sponsorship details and expectations to internal teams prior to eventsTravel and Accommodation Coordination Coordinate flights, hotels, and ground transportation for attending staffManage hotel room blocks, deposits, cancellations, and rooming listsEnforce company travel and expense policiesDistribute itineraries and travel details to attendeesTroubleshoot any travel issues before and during eventsTrade Show Booth Logistics, Materials, and Inventory Maintain records of event specifications, vendors, contracts, timelines, and requirementsCreate and maintain a centralized reference of event related platforms and tools used across associations and venues, such as exhibitor portals, floorplan tools, and registration systemsBuild and maintain a working directory of key contacts for associations, event organizers, venues, hotels, and vendorsEnsure institutional knowledge is documented and transferable, including preferred contacts, historical context, and recurring processesImprove internal checklists, templates, and event processes over timeSupport special projects related to events and field marketingMaintain proficiency in internal systems including Dynamics 365 and ALN AdminMarketing Integration