The Conference and Event Coordinator is responsible for managing Forsite's presence at industry conferences, trade shows, and client events. This hands-on role covers registrations, hotel bookings, exhibition coordination, payments, shipping logistics, social media support, printing materials, PowerPoint preparation, internal staff gatherings, client engagement events, swag packs, and general administration. The coordinator works closely with the Sales Operations Manager and vertical leads to plan and execute each event, ensuring smooth logistics and on-site delivery.

Responsibilities

Registrations: Manage attendee, sponsor, and speaker registrations for industry conferences and trade shows, tracking deadlines and confirming details with venues and organizers.
Hotel Bookings: Book hotel blocks and individual accommodations for staff travelling to conferences, balancing cost, location, and Forsite's travel policy.
Exhibition Bookings: Coordinate exhibition space, booth registration, and vendor requirements for trade show floors, including electrical, furniture, and AV orders.
Payments: Process conference-related payments and invoices, track spend against event budgets, and reconcile expenses with the finance team.
Packing & Shipping Logistics: Plan and execute the packing, shipping, and receiving of booth displays, signage, giveaways, and materials to and from event venues, tracking shipments and troubleshooting delays.
Social Media: Support pre-, during-, and post-event social media coverage in coordination with the marketing team, capturing photos and content on-site.
Printing Materials: Coordinate the design, proofing, and print production of banners, brochures, business cards, and other conference collateral.
PowerPoints: Format and finalize PowerPoint presentations for conference speaking engagements and client meetings, working from content supplied by subject-matter experts.
Internal Events: Plan and support Forsite's internal summer and winter staff gatherings, coordinating venue, catering, and supplies alongside the same logistics used for client events.
Client Engagement Events: Support the planning and coordination of client engagement events, working with sales and vertical leads to organize logistics, invitations, and on-site delivery.
Swag Packs: Assemble swag packs and gift materials for client meetings and events, tracking inventory and reordering branded merchandise as needed.
General Administration: Handle general event-related administration, including grant writing and tracking, and compiling analytics and ROI reporting for conferences and events.

Requirements

2+ years of experience in event coordination, conference planning, administrative support, or a related logistics role.
Proficiency with Microsoft Office (Word, PowerPoint, Excel, Outlook); experience with HubSpot or a similar CRM is an asset.
Comfortable managing multiple vendors, deadlines, and budgets at the same time.
Valid driver's licence and ability to travel to conferences and trade shows periodically, including some evenings and weekends around event dates.
Ability to lift and pack boxes of booth materials (up to 25 kg) as part of shipping logistics.