BVS Events Coordinator | Remote in Iowa at Best Veterinary Solutions, Inc.

Remote position | Must be based in Arkansas, Iowa, or Virginia | Approximately 50% travel

Objective

The Events Coordinator is responsible for planning, coordinating, and executing BVS and Fusion Manufacturing events, trade shows, customer experiences, sales meetings and corporate gatherings. This role manages event details from initial planning through on-site execution and post-event follow-up, ensuring each event is organized, professional, and aligned with company and customer needs. This position is expected to independently manage assigned events, make day-to-day decisions regarding event priorities and logistics, and recommend solutions when needs, schedules, or circumstances change.

The Events Coordinator works closely with Sales, Leadership, Technical Services, Regulatory, vendors and customers, to create successful events and customer experiences.

The role also provides supporting communications, graphic design, and event-related materials to ensure BVS and Fusion Manufacturing are represented professionally and consistently.

This position requires regular travel, averaging approximately 50%, with travel varying based on the company's event calendar.

Responsibilities

Event Planning & Coordination

• Own the planning and coordination of BVS and Fusion Manufacturing events from initial planning through execution and post-event follow-up.
• Coordinate major company and industry events, including PEAK, trade shows, Farming in Focus, Fish Camps, sales meetings, field events, customer meetings, and corporate gatherings.
• Develop and maintain event timelines, checklists, schedules, budgets, contact lists, and action items.
• Coordinate event logistics including venues, registration, sponsorships, accommodations, meals, transportation, booth space, staffing, presentations, equipment, signage, promotional items, and other event requirements.
• Work closely with Sales and internal teams to understand event objectives, customer needs, participation requirements, and desired outcomes.
• Coordinate vendors, venues, contractors, and event partners, including shipping, receiving, setup, breakdown, and return of event materials and equipment.
• Coordinate participating employees and communicate schedules, responsibilities, logistics, and expectations.
• Track event-related expenses, invoices, commitments, and budgets as assigned.
• Maintain organized event files, vendor information, contracts, timelines, and other event documentation.
• Provide on-site event support, including setup, registration, customer interaction, troubleshooting, and breakdown.
• Anticipate potential issues and respond quickly and professionally when plans change or unexpected challenges arise.
• Ensure event spaces, displays, presentations, signage, promotional items, and other materials are prepared and ready for use.
• Complete post-event follow-up, including expense reconciliation, organizing materials, documenting outcomes, gathering feedback, and identifying opportunities for improvement.
• Develop repeatable event planning processes, checklists, and resources to improve efficiency and consistency.

Event Communications & Materials

• Develop and coordinate event-related communications, invitations, schedules, agendas, presentations, signage, handouts, promotional materials, and other customer-facing resources.
• Write, edit, and coordinate event announcements, registration communications, reminders, and follow-up materials.
• Create and modify event materials using Canva, Adobe Creative Suite, PowerPoint, or similar applications.
• Ensure event materials are accurate, professional, current, and consistent with BVS and Fusion Manufacturing brand standards.
• Coordinate with internal stakeholders and external vendors for printing, promotional products, signage, displays, and other event materials.
• Maintain organized templates, event resources, brand assets, and materials for future use.

Communications & Brand Support

• Support select company and customer communications, including Poultry Talk, Swine Talk, presentations, flyers, announcements, and other business communications.
• Provide basic graphic design support for events and other company initiatives.
• Support website, social media, and other communication updates as needed.
• Maintain consistency in BVS and Fusion Manufacturing branding, messaging, and visual standards.
• Coordinate with external vendors for printing, graphic design, promotional products, and other communication needs.

Product & Information Support

• Coordinate with Sales, Technical Services, Regulatory, Compliance, and other appropriate stakeholders to ensure event and customer-facing materials contain accurate and current information.
• Support the preparation and maintenance of product information, presentations, displays, and other materials used at events and customer activities.
• Assist with updates to customer-facing materials as products, information, or business needs change.

Cross-Functional & Customer Support

• Build effective working relationships with employees across multiple locations and functions.
• Coordinate multiple events and projects simultaneously while maintaining timelines, quality, and attention to detail.
• Communicate proactively regarding project status, deadlines, outstanding needs, risks, and changes in plans.
• Exercise independent judgment to establish priorities, resolve event-related issues, and keep projects moving forward without requiring constant direction.
• Represent BVS and Fusion Manufacturing professionally with customers, vendors, partners, employees, and event participants.
• Demonstrates a strong customer-service mindset and willingness to step in wherever needed to support a successful event.
• Assist leadership and internal stakeholders with special events, customer activities, and other business projects.
• Perform other related duties and special projects as assigned.