Marketing Event Coordinator

Company Overview:

Automatic Vehicle Wash Equipment Co., Inc. (AVW) is a family-owned company with 50 years of car washing equipment-manufacturing experience including product innovation. The company believes in building long-term, mutually beneficial business relationships with our customers. We are a leading global manufacturer of advanced car wash systems with a business philosophy that has remained constant: simplify the design and use high-quality materials to build reliable and durable car wash components.

Job Summary:

The Marketing Events Coordinator is responsible for planning, coordinating, and executing the company’s internal and external events. This position ensures that all events are well organized, professionally presented, aligned with company objectives, and delivered on time and within budget. This role will manage event logistics from initial planning and sourcing through execution and follow-up, including vendor coordination, booth materials, signage, promotional items, travel arrangements, and event communications.

Job Responsibilities:

Trade Shows & Industry Events

• Develop and maintain an annual trade show and event calendar.
• Plan and coordinate all aspects of company participation in trade shows, including timelines, budgets, registrations, logistics, and event requirements.
• Research and source trade show vendors, contractors, decorators, promotional suppliers, and other event-related services.
• Manage relationships and communications with trade show vendors and service providers.
• Coordinate booth setup, teardown, shipping, storage, and transportation of booth materials.
• Coordinate booth materials, signage, displays, graphics, promotional items, literature, and product information.
• Ensure all trade show materials are accurate, current, professional, and consistent with company branding.
• Create detailed event checklists and timelines to ensure deadlines are met.
• Coordinate employee participation, staffing schedules, travel, accommodations, and other logistics for trade shows.
• Assist with pre-show and post-show communications and promotional activities.
• Travel with Director of Marketing to pre-show events and trade shows as needed.
• Track event expenses and maintain accurate records for each event.
• Evaluate trade show effectiveness and make recommendations for improving future events.

Distributor Meetings & Training Events

• Coordinate distributor meetings, training sessions, and related events.
• Manage venue selection, room reservations, catering, audiovisual requirements, signage, materials, and attendee logistics.
• Coordinate event schedules and communications with internal teams, distributors, and vendors.
• Prepare meeting materials, name badges, promotional items, and other event supplies.
• Assist Sales and Marketing with creating a professional and engaging experience for distributors and customers.
• Coordinate follow-up activities and maintain records of event attendance and expenses.

Internal Company Events

• Plan and coordinate company-sponsored employee events and activities.
• Christmas Lunch, including prizes, gifts, raffles, and event logistics.
• Annual Family Picnic.
• Giving Thanks Week.
• Summer employee events and activities.
• Holiday gifts.
• Employee appreciation and engagement activities.

Job Requirements:

• Bachelor's degree in Marketing, Communications, Business, Event Management, or a related field preferred.
• 4+ years of experience in event coordination, marketing, trade shows, hospitality, or a related field.
• Strong organizational and project management skills.
• Excellent attention to detail and ability to manage multiple projects and deadlines simultaneously.
• Strong written and verbal communication skills.
• Ability to coordinate effectively with employees, customers, distributors, vendors, and outside partners.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Ability to work independently while also collaborating effectively with cross-functional teams.
• Willingness to travel and work occasional evenings, weekends, or extended hours in support of events.

AVW Equipment Benefit Options:

• Medical Insurance - United Healthcare Medical - PPO and HMO options
• Dental Insurance - United Healthcare
• Vision Insurance - United Healthcare
• 401 (k) – John Hancock up to 4% employer match (safe harbor 100% vested)
• Profit Sharing Options up to 4% employer match
• Tuition Reimbursement and Professional Education – up to $5,000 annually
• Paid Time off and Holiday pay