Tradeshow Project Manager

Job Description

Job Description

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development
• Vision insurance

Position Summary

The Tradeshow Project Manager (TPM) oversees RGI’s tradeshow projects from estimating through execution. Acting as both client liaison and internal coordinator, the TPM manages budgets, schedules, vendor services, and booth properties to ensure flawless tradeshow delivery. This role partners with the Project Finance Specialist and Estimator to contribute tradeshow-specific expertise to the estimating process. The TPM ensures that every tradeshow project is delivered on time, on target, and on budget—with no unpleasant surprises.

 
Responsibilities & Accountability

1. Estimating & Budget Management

• Contribute tradeshow-specific cost inputs during estimating (ROM estimates, vendor pricing, shipping, show services).
• Partner with Estimator and Finance to ensure accurate project budgets.
• Align client invoice schedules with cash flow needs in collaboration with Finance.

2. Client Communication & Support

• Serve as primary client contact for tradeshow projects.
• Lead pre-show planning and post-show debriefs, presenting financial and performance outcomes.
• Counsel clients on industry best practices, trends, and cost-effective solutions.

3. Project Coordination

• Develop and manage official tradeshow schedules (Gantt format, SmartSheets, ExhibitForce).
• Coordinate project details with design, fabrication, warehouse, and logistics teams.
• Supervise booth property check-in/out, maintenance, and show service coordination.

4. Change Orders & Documentation

• Process and document tradeshow change orders with Accounting.
• Maintain accurate documentation for proposals, budgets, POs, and client approvals.
• Ensure Exhibit Force and Foundation are updated with current project information.

5. Thought Leadership & Industry Expertise

• Stay current with tradeshow industry standards, certifications, and innovations.
• Provide quarterly “Tradeshow Trends & Insights” briefings to internal teams.
• Recommend tools, training, or resources that advance RGI’s tradeshow services.

Qualifications & Skills

Required:

• 5+ years of tradeshow project management or equivalent event experience
• Demonstrated success managing budgets, schedules, and vendor relationships
• Strong organizational and client-facing communication skills
• Proficiency in Microsoft Office, ERP/accounting systems (Foundation, Exhibit Force)

Preferred:

• 10+ years of corporate tradeshow management experience
• Certified Trade Show Marketing (CTSM) credential
• Bachelor’s degree in business, marketing, or related field

Accountability Framework

The TPM is accountable for successful delivery of RGI’s tradeshow projects. Success is measured by accurate estimating contributions, strong client communication, proactive budget oversight, and alignment with RGI’s promise: “On Time, On Target, On Budget, With No Unpleasant Surprises.”