Job Summary
The Trade Show Project Manager is responsible for managing the planning, coordination, and execution of client tradeshow exhibit projects from kickoff through onsite delivery. This role serves as the primary point of contact between clients, internal teams, vendors, and show services to ensure projects are delivered on time, within scope, and aligned with client expectations.
Because tradeshow timelines, requirements, and client needs can evolve, this role requires sound judgment, prior tradeshow experience, and a proactive approach to problem-solving to keep projects moving forward even when information is incomplete.
Working Style & Expectations
- Comfortable operating in a fast-paced, deadline-driven tradeshow environment, managing multiple projects with varying timelines
- Able to make informed decisions and move projects forward as details evolve
- Proactive communicator who anticipates issues, flags risks, and escalates appropriately
- Uses prior tradeshow experience and judgment to manage ambiguity and competing priorities
- Operates with a high level of autonomy, proactively identifying next steps without waiting for direction
- Comfortable managing 15–25 active projects at various stages
- Comfort working with external vendors and holding partners accountable to deadlines and deliverables.
- Remote role; Las Vegas–based candidates preferred to support onsite event needs
Key Responsibilities
Client & Project Coordination
· Serve as the primary point of contact for assigned clients throughout the tradeshow project lifecycle
· Lead project kickoffs and gather required information to initiate tradeshow programs
· Guide clients through exhibitor order deadlines, show services, and required documentation
· Maintain clear, proactive communication regarding timelines, deliverables, and next steps
· Own assigned tradeshow programs from kickoff through post-show reconciliation, ensuring deadlines, budgets, and client expectations are met.
Tradeshow Logistics & Show Services
· Coordinate all show-related logistics, including:
o Shipping and material handling
o Installation and dismantle (I&D) labor
o Electrical, rigging, internet, and other show services
· Complete and submit exhibitor service orders as needed
· Track show deadlines and ensure compliance with advance and standard pricing schedules
Production & Internal Coordination
· Partner with external production and fabrication teams to keep projects on schedule
· Request and distribute artwork templates to clients
· Coordinate submission of approved artwork to production partners
· Track production milestones and flag risks or delays early
Project Management & Documentation
· Manage multiple tradeshow projects simultaneously, maintaining accurate schedules and task lists
· Maintain organized project files, documentation, and communication records
· Track outstanding action items and follow up with clients, vendors, and internal teams
· Provide onsite support for select tradeshows, including supervising installation, addressing issues, and supporting clients on the show floor
Qualifications
- 3–5 years of experience in tradeshow, exhibit, or event project coordination
- Working knowledge of tradeshow processes, show services, and exhibitor requirements
- Strong organizational and time-management skills with the ability to manage multiple deadlines
- Clear, professional written and verbal communication skills
- Comfortable working directly with clients, vendors, and cross-functional partners
- Proficiency with project management tools (Basecamp), HubSpot, spreadsheets, and shared file systems
- Willingness to travel occasionally for tradeshows
Preferred Experience
- Experience working in an exhibit house, experiential agency, or tradeshow services environment
- Familiarity with I&D labor coordination, shipping logistics, and production timelines
- Prior client-facing project management or coordination experience
About Exhibit Potential
Exhibit Potential is a boutique, agency-style exhibit and tradeshow services company that partners with clients to plan, manage, and deliver custom tradeshow programs. The team works closely with external fabricators, production partners, and show vendors to coordinate exhibit delivery, logistics, and onsite execution. This role focuses on project coordination and client management rather than in-house exhibit fabrication.