Events Coordinator

About Cupix

Cupix is the industry's Spatial Intelligence Platform. We help construction and facility teams detect meaningful issues, align design intent with site reality, and protect their projects with a defensible spatial record. Our platform turns physical spaces into living digital twins to give owners, contractors, and operators the visibility they need to make confident decisions at every stage of the project lifecycle.

We work with some of the largest owners, general contractors, and asset managers in the world, and our field presence across North America is one of the most direct ways those customers meet us.

About the role

We are looking for an Events Coordinator to own the execution of Cupix's North American event program.

This role covers the full operational lifecycle of our field presence: every event, plus the booth graphics, demo hardware, branded merchandise, shipping, and inventory behind them, along with the budget and the reporting that shows whether it worked.

This is a hands-on execution role with genuine ownership. You will be the person Sales calls when they need a demo laptop shipped to a show floor, the person who knows the advance warehouse deadline before anyone asks, and the person who can tell leadership what an event actually cost and what it returned. Done well, it makes every event Cupix runs easier and better than the one before it.

What you will do:

• Event planning & Execution
• Own Cupix's North American event calendar (trade shows, industry conferences, customer workshops, owned events, and partner activations) from venue research and booth planning through onsite setup and teardown
• Build project plans, timelines, run-of-show documents, staffing plans, and checklists covering milestones, deadlines, responsibilities, booth requirements, internal approvals, and contingency planning
• Serve as Cupix's primary point of contact with show organizers, exhibition services contractors, and venue partners
• Lead cross-functional planning with Sales, Customer Success, Product, and Marketing to align event staffing, demo plans, messaging, and supporting promotional campaigns
• Manage onsite execution directly for high-priority events, and provide remote troubleshooting and support for staff at events you don't attend
• Source, negotiate, and manage venues, production teams, AV providers, caterers, and other event vendors, including contracts, deliverables, insurance, and compliance documentation.
• Coordinate event programming by working with the Marketing team on session development, speaker management, agenda development, and overall event flow.
• Manage travel, accommodations, and logistics for speakers, VIPs, and attending staff, including schedules, communications, hospitality, badge registration, and onsite support.
• Oversee attendee-facing logistics, including registration, ticketing, attendee communications, and onsite signage.
• Marketing materials & inventory operations
• Research, source, and procure branded merchandise, event signage, VIP gifts, and staff apparel, balancing quality, lead time, and cost
• Maintain a centralized inventory of marketing materials, booth graphics, and demo hardware (laptops, displays, capture equipment), including condition tracking, maintenance, and replacement planning
• Direct end-to-end shipping, tracking, and return logistics for event materials and customer gifting requests
• Partner with the Marketing and Design team to brief, review, and approve event creative, ensuring every asset and piece of merchandise adheres to current brand guidelines and campaign messaging
• Budget & financial administration
• Manage the annual budget for events and marketing materials, including sponsorships, booth space, travel, shipping, and equipment costs
• Build event-level budget plans, track actuals against forecast, and surface cost risks or surplus to marketing and finance leadership before they become issues
• Identify cost-saving opportunities and negotiate better vendor pricing without sacrificing quality
• Handle purchase orders, invoices, and expense reconciliation in coordination with the accounting team
• Reporting & continuous improvement
• Track event performance (registrations, meetings booked, leads captured, pipeline contribution) and produce post-event reports on cost, outcomes, and ROI
• Maintain CRM data quality for event-sourced contacts so attribution flows accurately into marketing and sales reporting
• Use performance data and attendee feedback to recommend where the program should invest more, less, or differently next cycle
• Create repeatable processes, including playbooks, supplier databases, and post-event reporting templates

Requirements

• Experience & Education
• 2 to 3 years in event management, trade show coordination, or marketing operations in a B2B environment, with hands-on ownership of events from planning through post-event reporting
• Demonstrated experience managing trade show logistics, booth builds, and show floor operations
• Strong project management instincts: you work backward from the show date, you track the details other people forget, and you do not let deadlines arrive by surprise
• Budget ownership experience, including purchase orders, invoice reconciliation, expense tracking, and vendor negotiation
• Calm and resourceful under pressure, with the judgment to solve problems on a show floor without waiting for permission
• Able to travel domestically (and Canada when required) for onsite event support, with travel concentrated around peak event season
• Nice to have
• Working knowledge of CRM and marketing automation platforms such as HubSpot or Salesforce, and how event data flows into them
• Experience in the construction, AEC, proptech, or built environment industries
• Familiarity with international event logistics, including customs documentation for cross-border shipments to Canada