Trade Show & Marketing Logistics Coordinator

Seeking a freelance Trade Show & Marketing Logistics Coordinator based in Tulsa or Austin to manage print collateral, branded merchandise, and end-to-end logistics for 4–6 annual events.

Location: Tulsa, OK (Preferred) or Austin, TX

Type: 1099 Independent Contractor / Project-Based

Overview

We are seeking a detail-oriented freelance Trade Show & Marketing Logistics Coordinator to manage our event presence, print materials, and show logistics. This is a hands-on, contract-based role ideal for an independent event manager, project coordinator, or marketing operations freelancer who wants a steady but flexible book of business.

Annual Event Scope

You will be managing logistics and physical assets for an estimated 4–6 events per year, including:

• 2-3 Major Trade Shows: Managing full booth operations for 10x10 or 10x20 footprints.
• 2-3 Smaller Events: Coordinating scaled-down booth setups for regional trade shows, customer events, or career fairs.

Key Responsibilities

• Collateral & Merchandise Management: Coordinate the sourcing, design proofing, and timely delivery of our physical marketing assets. Specifically:
• Print collateral: Business cards and one-page printable data sheets.
• Branded merchandise: Targeted booth giveaways, t-shirts, and hats.
• Trade Show Operations: Handle all logistics for event participation, including booth space registration, venue service orders (electrical, Wi-Fi, lead retrieval), and show-kit compliance.
• Freight & Drayage: Oversee shipping, receiving, and show-site logistics with general service contractors (e.g., Freeman, GES) to ensure booth displays arrive on time and return undamaged.
• Asset Maintenance: Inspect, pack, organize, and store trade show assets (pop-up booths, banners, marketing inventory) locally before and after each event.

Qualifications

• Proven experience managing trade show operations, drayage logistics, and venue rules for both large and small footprints.
• Demonstrated ability to manage print vendors, promotional product suppliers, and apparel vendors under tight deadlines.
• Must be based in the Tulsa, OK or Austin, TX metro areas to physically inspect, handle, and store event assets locally.
• Highly organized, self-motivated, and responsive.

Pay & Engagement

• Compensation: Open to flat fee per event project, annual retainer for the outlined scope, or a negotiable hourly rate
• Hours: Variable, tied directly to the timelines of our annual event schedule.

To Apply:

Please send a brief summary of your trade show management experience, examples of past collateral and apparel projects you've coordinated, and how you would structure your pricing (per-event, hourly, or annual retainer) based on the 4-6 event scope outlined above.