Events and Conference Coordinator

At Weston Solutions, Inc. you will do meaningful work and make valuable contributions. Employee ownership at Weston is a path to professional growth and access to diverse opportunities in a highly connected community that works together across key service areas to make a difference in the environment. Weston has continued to evolve and adapt to our changing world as a premier provider of environmental and infrastructure services for over sixty years. In both the public and private sectors our teams help identify, solve, mitigate, and manage critical environmental issues to help clients achieve a more sustainable future.
Weston Solutions, Inc. is seeking an Events and Conference Coordinator to support and elevate the firm's growing conference, trade show, and client event program. This role will serve as the primary owner of event logistics, vendor coordination, SWAG management, attendee communication, conference materials, lead tracking, event promotion, and post-event coordination.
The ideal candidate has 2–5 years of marketing experience preferably managing corporate events, conferences, or trade shows. They must thrive in a fast-paced environment requiring strong organization, communication, project management skills, and the ability to manage multiple events with overlapping deadlines.
Location: West Chester, PA. This role requires regular local travel to vendors and event partners located within approximately 30 minutes of Weston’s headquarters.
Expected Outcomes:
Conference & Event Management
Coordinate logistics for conferences, trade shows, client events, and sponsorships.
Maintain an event intake process to capture conference requests, deadlines, deliverables, audiences, booth needs, promotional needs, and business development goals before planning begins.
Serve as the primary marketing point of contact for conference planning teams, helping internal stakeholders understand timelines, requirements, available materials, approval needs, and marketing support options.
Advise teams on appropriate booth displays, banners, branded materials, and collateral based on event audience, service area, messaging goals, and available inventory.
Lead event planning meetings and coordinate cross-functional stakeholders.
Manage shipping, travel coordination, and event timelines.
Vendor & Materials Management
Manage relationships with conference vendors, printers, and promotional product suppliers.
Oversee conference SWAG inventory, ordering, and fulfillment.
Coordinate print collateral, booth displays, and event materials.
Manage invoices, payment tracking, and budget documentation to keep event commitments aligned with approved plans and deadlines.
Marketing & Lead Generation Support
Promote events through email, social media, and digital marketing channels.
Support lead capture efforts and maintain event lead tracking processes.
Coordinate post-event reporting and follow-up activities with business development teams.
Conference Strategy Support
Research and recommend conferences, sponsorship opportunities, and speaking engagements.
Assist with abstract submissions and speaker coordination.
Knowledge, Skills & Abilities:
Bachelor's degree in Marketing, Communications, Event Management, Business, or related field.
2–5 years of marketing experience preferably coordinating conferences, trade shows, corporate events, or related programs.
Strong project management and organizational skills.
Strong writing with the ability to develop clear, engaging marketing content such as brochures, LinkedIn posts, event promotions, and other communications. Must be receptive to feedback, comfortable with an iterative review process, and able to incorporate edits to strengthen content.
Experi

Skills
Project Management, Digital Marketing, Business Development, Lead Generation, Documentation

Experience
2-5 yrs