Expert Trade Show Vendor Coordinator

I’m preparing our company’s presence at an upcoming trade show and need a specialist who can step in and take full ownership of vendor and supplier management. The booth design is already defined and our internal team will handle staffing, but every interaction with third-party providers—carpenters, A/V, furniture rental, catering, freight, and on-site logistics—must come through you.

Your role will involve confirming specifications, negotiating service terms, tracking deadlines, and being the primary point of contact before, during, and immediately after the show. Clear documentation and real-time problem solving on the floor are crucial; my goal is to arrive confident that load-in, setup, daily replenishment, and breakdown will run smoothly without surprises.

Deliverables
• A vendor tracker (spreadsheet or cloud tool) showing contact info, agreed costs, deadlines, and status
• Confirmed service orders and signed work authorizations for each supplier
• A concise run-of-show with arrival times, hand-off points, and contingency notes
• On-site supervision from setup day through final load-out, with post-event vendor reconciliation completed within three days

If you have recent trade-show coordination experience and can communicate comfortably across time zones, I’d love to review your proposal and timeline for getting started this week.