Trade Show & Events Manager

Job Summary

The Trade Show & Events Manager leads the planning, coordination, and operational execution of Midwest Veterinary Supply’s participation in more than 65 industry events annually, including national, regional, and state veterinary trade shows, sales meetings, and continuing education programs. The role ensures events are well-organized, cost-effective, professionally delivered, and aligned with Marketing and business priorities.

Working in partnership with the Director of Brand Engagement, Marketing, Sales, and cross-functional stakeholders, this role translates event objectives into clear plans, timelines, logistics, and attendee communications. It manages the event lifecycle from registration and vendor coordination through on-site readiness and post-event reconciliation, while identifying opportunities to improve processes, consistency, and the value Midwest receives from its event investments. Event attendance and travel may be required selectively based on business needs.

Core Responsibilities

Trade Show & Event Strategy and Execution

• Coordinate Midwest Veterinary Supply’s participation in more than 65 trade shows and industry events annually, ensuring priorities and plans align with Marketing and commercial objectives.
• Manage the end-to-end event lifecycle, including event research, registration, sponsorship applications, exhibitor agreements, deadlines, requirements, and deliverables.
• Develop and maintain event plans, project timelines, checklists, and readiness communications to keep internal stakeholders informed and prepared.
• Coordinate booth logistics, including shipping, transportation, setup arrangements, return shipments, and related service orders.
• Partner with event organizers, exhibition service providers, and external vendors to resolve issues, manage requirements, and support successful execution.
• Coordinate branded apparel, promotional materials, giveaways, booth assets, and other materials needed by event participants.
• Ensure consistent, professional presentation of the Midwest Veterinary Supply brand across trade shows and event touchpoints.

Sales Meetings, Training & Continuing Education

• Assist in the planning and coordination of sales meetings, training events, and continuing education programs in partnership with internal business owners.
• Work with third party vendors to research and secure appropriate venues, hotel accommodations, meeting rooms, and event spaces based on event objectives, attendee needs, and budget.
• Coordinate food and beverage, room layouts, audiovisual needs, meeting materials, registration, and attendee logistics.
• Support budget planning, vendor sourcing, and negotiations to balance quality, attendee experience, and cost effectiveness.
• Track event commitments, key milestones, and logistical requirements to ensure smooth delivery.

Cross-Functional & Vendor Partnership

• Collaborate with Sales, Marketing, Purchasing, Operations, and other departments to clarify event goals, requirements, roles, and timelines.
• Serve as a central point of contact for event organizers, vendors, and internal stakeholders throughout the planning process.
• Communicate event details, expectations, deadlines, and changes clearly and proactively to internal attendees and partners.
• Build productive relationships with vendors and industry partners, addressing issues promptly and escalating material risks when needed.
• Partner with the Director of Brand Engagement and relevant Marketing team members to align event execution with brand standards, creative needs, and customer engagement priorities.

Budget, Administration & Continuous Improvement

• Maintain a centralized event calendar, planning documentation, registration details, sponsorship commitments, vendor records, and other event information.
• Monitor event-related expenses and support budget tracking, invoice review, reconciliation, and closeout in accordance with company processes.
• Coordinate post-event activities, including return of materials, invoice reconciliation, documentation, and follow-up with stakeholders.
• Assess event processes and identify opportunities to improve planning consistency, operational efficiency, vendor value, and the experience for Midwest employees and attendees.
• Capture relevant event feedback and lessons learned to inform future planning and continuous improvement.

Supervisory Responsibilities

None.

Organizational Competencies

Must perform job responsibilities professionally and in a manner consistent with the needs of internal and external customers and applicable company policies, procedures, and manuals. Demonstrates sound judgment, accountability, strong work ethic, customer focus, collaboration, and attention to the fiscal health of Midwest Veterinary Supply.

Job Requirements & Qualifications

The requirements below represent the knowledge, skills, and abilities needed to perform the essential functions of the role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

• Bachelor’s degree in Marketing, Event Management, Communications, Business, Hospitality, or a related field preferred; equivalent relevant experience will be considered.

Experience, Knowledge, Skills & Abilities

• Strong project management, planning, organization, and follow-through, with the ability to manage multiple events and deadlines concurrently.
• Five or more years of experience coordinating trade shows, corporate events, conferences, meetings, or similar programs; experience managing a high volume of events is strongly preferred.
• Experience coordinating vendor relationships, event logistics, registration, budgets, contracts, shipping, and post-event reconciliation.
• Experience working cross-functionally with Sales, Marketing, and other business teams; B2B or veterinary/animal health industry experience is a plus.
• Excellent written and verbal communication skills and the ability to coordinate effectively with internal stakeholders, vendors, event organizers, and attendees.
• Strong attention to detail, proactive problem-solving, adaptability, and sound judgment in a fast-paced environment.
• Ability to manage event-related expenses, compare vendor options, support negotiations, and maintain accurate documentation.
• Proficiency with common business productivity tools and the ability to learn event registration, project management, and expense systems.
• Ability to anticipate risks, respond calmly to changing requirements, and keep stakeholders informed of issues and solutions.

Mental & Physical Demands

The role requires sustained attention to detail, frequent communication and collaboration, prioritization of competing deadlines, and the ability to manage multiple projects in a fast-paced environment. Physical requirements may include occasional handling or coordination of event materials and promotional items; reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Travel Requirements:  Approximately 20% travel, based on business needs and the scope of responsibilities. 

Equipment Used

Computer, phone, standard office equipment, and applicable event planning, registration, and expense-management tools.

Work Environment

Work is generally performed in an office or hybrid environment, depending on business needs and company policy. Workload may fluctuate around major events, and occasional extended hours may be required to meet event deadlines or resolve time-sensitive issues.

Job duties and requirements may be subject to modification to reasonably accommodate individuals with disabilities. Requirements are representative of the minimum levels of education, experience and skills required to perform the essential functions of this job. The job description does not constitute a written or implied contract of employment. Midwest Veterinary Supply reserves the right to revise or change job duties and responsibilities as the need arises.

Salary/Benefits:     

We offer competitive pay and a comprehensive benefits package including Medical, Dental and Vision insurance, Life and Accidental Death & Dismemberment (AD&D) insurance, Short- and Long-Term Disability insurance, a 401k plan, paid holidays, and Paid Time Off (PTO).  Our work environment is business casual, and we like to have fun with weekly relaxed dress days, monthly breakfasts and birthday celebrations, and regular events like holiday contests, cookouts, and employee appreciation celebrations.

About Us:

Midwest Veterinary Supply, Inc. (MVS) has provided quality service and merchandise to the veterinary profession since 1961. Our products are distributed from eight branches located in key geographic locations within our trade area. We take great pride in getting our orders out the same day as called in and having the product in the customer's hand the next day. MVS carries products and equipment from most major manufacturers. As we continue to grow, our goal will be, as it has always been, to provide the veterinary profession the very best in service along with quality merchandise at fair and competitive prices. 

Midwest Veterinary Supply believes in providing equal employment opportunities for all employees and will not violate any law prohibiting discrimination for or against any employee or applicant for employment on the basis of any characteristic protected under local, state, or federal statute, ordinance, or regulation.  To view applicable employment notices, please click here to visit our Careers page.  California residents, click here to view the California Consumer Privacy Act Disclosure.