Trade Show Logistics Coordinator

Description

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.

Requirements

• 7+ years of experience managing trade shows, events, or exhibits, ideally within a B2B, fitness, or wellness industry.
• Strong project management skills with the ability to manage multiple concurrent show timelines.
• Experience negotiating vendor and venue contracts, including booth decorators and movers.
• Working knowledge of freight, shipping, and logistics coordination.
• Comfortable serving as the go-to logistics resource across Sales, Marketing, and Events teams.
• Excellent organizational skills and attention to detail.
• Ability and willingness to travel domestically and internationally to support show execution.
• Valid, current passport (with at least six months of remaining validity) and the ability to secure any visas required for international show destination
• This role requires travel to trade shows throughout the year, including some evening and weekend work during show installation and teardown.
• Physical tasks may include lifting, bending, stooping and standing for extended periods while supporting booth setup and breakdown.

The Company

Balanced Body is the world's largest designer and manufacturer of Pilates equipment, as well as a provider of high-quality Pilates and other mind-body instructor training and continuing education. We currently do business in over 100 countries, with world-renowned customer service and a serious commitment to environmentally friendly business practices. If you want to work with a company with a passion for changing lives in ways small and large, let us hear from you.

We offer competitive compensation and excellent benefits including:

Medical, Dental and Vision

401(k) +Match

Life and Long-Term Disability Insurance - Employer Paid!

Paid time off and holidays

Balanced Body is an equal opportunity employer dedicated to workforce diversity.

NO AGENCY CALLS!