Gator Bio is a fast growing biotech company located in Palo Alto, CA. We are creating innovative technologies to solve difficult problems facing today’s healthcare industries. We develop, manufacture and market Biolayer Interferometry based and similar instruments, biosensors, reagents, and consumables for in-vitro diagnostics and biotherapeutic development. Our mission is to simplify and accelerate biological analysis for biotherapeutic research and development.
We are hiring a Trade Show and Events Coordinator to be based in Palo Alto. As the Trade Show and Events Coordinator, you will play a crucial role in enhancing our brand visibility, engaging with key stakeholders, and contributing to the success of our marketing and sales strategies.
RESPONSIBILITIES
Trade Show and Events Coordination:
Manage end-to-end logistics for Gator Bio's participation in trade shows, including booth setup, preparation of marketing materials and collateral, and coordination of attendee schedules.
Manage all logistics including ordering all carpeting, electrical, lead retrieval, and shipping freight through provided event manuals.
Register all attendees for each show.
Ensure a seamless and professional representation of the company at events.
Manage pre-show marketing including coordinating with show organizers to provide logos, and all necessary corporate descriptions; pre-, during-, and post-show emails and social posts.
Virtual Booth:
Develop and manage virtual booths to highlight Gator Bio's expertise and products.
Direct all online inquiries to appropriate stakeholders optimizing lead generation efforts.
Pallet Logistics:
Collaborate with shipping teams to prepare, load, and unload pallet shipments for trade shows.
Operate pallet jacks to move shipments into storage, ensuring compliance with safety standards.
Secure pallets with stretch wrap to safeguard against damage during transit.
Ensure on-time and safe delivery of pallets to show location and back to Palo Alto office.
Collateral & Swag Inventory:
Maintain an organized inventory of marketing collateral and promotional items using Monday.com.
Partner with external vendors to design and produce event-specific materials that align with brand guidelines.
Pre-Show Communications:
Coordinate with cross-functional teams—including marketing, sales, and creative—to ensure brand messaging is consistent.
Initiate outreach at least two months before each event, reminding team members to arrange their own hotel accommodations.
Create detailed sales decks and conduct pre-show meetings with all registrants one month prior to events to review logistics and objectives.
QUALIFICATIONS
Bachelor’s degree in life sciences, biochemistry, hospitality management, or a related field; equivalent work experience also considered.
3+ years of event planning or trade show coordination experience, preferably in life sciences or biotech.
Familiarity with scientific instrumentation and relevant regulatory compliance for event logistics (preferred).
Proficiency in Microsoft Office Suite, event management platforms (e.g., Monday.com), marketing automation tools, and graphic design applications (e.g., Photoshop, Illustrator).
Knowledge of social media management and best practices for event promotion.
POSITION REQUIREMENTS
Demonstrated success managing end-to-end event logistics and executing projects that meet company objectives.
Strong organizational, project management, and attention to detail skills.
Excellent verbal and written communication abilities to effectively collaborate with internal teams and external vendors.
Ability to work independently, adapt to changing priorities quickly, and contribute innovative ideas for improving event strategy.
Customer-service orientation, ability to build effective relationships with stakeholders, and willingness to travel and work flexible hours onsite.
Ability to safely lift and move boxes, equipment, and materials weighing up to 40–50 pounds to support event setup and teardown.
