UK

United Kingdom · Events Experiential Marketing · Entry Level (0-2 years)

Roadshow Coordinator

Here is the whole job, in plain words. What it is, a real day, what you decide, how you're judged, how people get here and where they go next. Then the part no course gives you: twelve AI tutors who learn your work.

  • Experience bandEntry Level (0-2 years)
  • Direct reportsNo direct reports
  • Reports toRoadshow Specialist
  • UK framework levelUsually someone starting out, or keeping a process running

Also advertised as Event Assistant · Junior Event Producer · Logistics Assistant (Events)

Built on an analysis of 43,079 real UK job descriptions · grounded in qualifications employers recognise

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1What this role really is

This role is all about making sure the small, but crucial, pieces of our roadshows come together. You'll be the person behind the scenes, tracking all the bits and bobs that travel from city to city, making sure everything arrives on time and in the right place. Think of it as the foundational work that lets the bigger, flashier parts of the event happen.

2What you'd actually use

The tools this job runs on, and how well you'd need to know each one.

Cvent / Bizzabo (Event Management Platform)Basic

Updating attendee registration details, pulling basic attendance lists, checking event schedules.

Asana / Monday.com (Project Management)Basic

Updating your assigned tasks, marking them complete, tracking personal deadlines within a larger project plan.

Excel (Spreadsheets)Basic

Entering data into budget trackers, managing inventory lists, creating simple checklists.

Slack / MS Teams / Google Workspace (Collaboration & Docs)Basic

Participating in team channels, sharing files, co-editing simple documents like 'run-of-show' drafts or meeting notes.

atEvent / Cvent LeadCapture (Lead Capture)Basic

Scanning attendee badges on-site, adding basic notes, ensuring leads are syncing correctly to the CRM (with guidance).

3What you get to decide, and how that grows

Power in a job isn't your title. It's what you're allowed to decide. Here's how it grows as you move up.

The choiceComing inWhere you are nowThe step above
Vendor Selection (e.g., local caterer for small team lunch)Propose options to manager; manager makes final decision.Select from pre-approved vendor list within budget; escalate for new vendors.Select new vendors, negotiate terms, approve up to £5K without further sign-off.
Budget Allocation (e.g., moving £100 between line items)No authority; must get manager approval for any changes.Can reallocate within a specific event budget up to £250 with manager's awareness.Full authority for event budget up to £5K; consults Director on larger shifts.
On-Site Event Changes (e.g., delaying a session by 10 mins)Immediately inform Senior Roadshow Producer and await instruction.Propose solution to Senior Roadshow Producer; may execute with quick verbal approval.Make real-time decision, inform relevant stakeholders, and manage consequences.
Attendee Issue Resolution (e.g., lost badge, dietary request)Follow established protocol; escalate complex issues to Roadshow Specialist.Resolve most standard issues independently; escalate only novel or high-stakes problems.Handle all attendee issues, including VIPs and complaints, making judgment calls on the spot.

4How you'll be judged

The scoreboard, honestly: the hard targets, how often each one is actually looked at, and the quiet human signals that never make it onto a dashboard.

On-Time Shipment Arrivals
Percentage of event kit and materials that arrive at the venue by the scheduled 'load-in' time.
Target · 100%

All 15 boxes for the Manchester event arrived by 08:00 on Monday, exactly as planned.

Registration Data Accuracy
Error rate in attendee registration data entry or updates, including badge printing details.
Target · <2% error rate

Out of 300 attendee badges, only 3 had incorrect names or company details, meaning a 1% error rate.

Invoice Processing Turnaround
Time taken to process and submit vendor invoices for payment after an event.
Target · Within 48 hours

All vendor invoices from the Birmingham roadshow were submitted to Finance by Wednesday afternoon, two days after the event.

Supply Inventory Accuracy
Variance between recorded inventory levels for event 'kit' items (e.g., pens, notepads, brochures) and actual physical count.
Target · <5% variance

The monthly check showed we had 950 pens when the system said 1000, a 5% variance, which is acceptable.

Team Support & Reliability
How effectively you support the wider roadshow team, especially during busy periods. Are you someone they can count on?
  • Positive feedback from Roadshow Specialists and Producers during 'hot wash' debriefs
  • Proactive offers to help with tasks
  • Consistently meeting deadlines for your assigned tasks without prompting.
Proactive Problem Spotting
Your ability to notice potential issues before they become big problems, even if it's just a small detail.
  • Flagging a potential shipping delay to your manager before it becomes critical
  • Noticing a discrepancy in a 'BEO' (Banquet Event Order) that could cause issues
  • Asking clarifying questions early on in a task.
Learning & Development Engagement
Your willingness to learn new processes, tools, and event industry knowledge.
  • Actively asking questions during training
  • Seeking out opportunities to shadow more senior team members
  • Completing assigned online learning modules
  • Applying new knowledge to your daily tasks.

5Would you like it

The honest version. What people enjoy, and what grinds them down.

What people enjoy
Seeing Immediate Results

You'll get a real kick out of seeing an event you've worked on come to life, knowing your efforts contributed directly to its success. When the attendees walk in and everything looks perfect, that's your reward.

Watching the 'load-in' complete on time and seeing all the event signage you tracked get put up exactly where it should be.

Learning New Things

Every day will bring new challenges and opportunities to learn about event logistics, vendor management, and how a big roadshow programme is put together. You'll be constantly picking up new skills.

Understanding the difference between 'drayage' and standard shipping, and why it matters so much to the budget.

Being Part of a Team

You'll be working closely with a small, dedicated team, where everyone pulls together to make things happen. There's a real sense of camaraderie, especially when you're on the road.

Helping the Roadshow Specialist quickly re-pack the 'kit' after an event, knowing you're all working towards the next city.

What frustrates people
  • Last-minute changes to plans that mess up your carefully organised schedule.
  • Dealing with slow or unresponsive vendors when you're on a tight deadline.
  • The sheer volume of small, detailed tasks that need constant attention.
  • The physical grind of travel and long hours during event weeks.
  • Not always seeing the 'big picture' impact of every single task you do.
What this role does not give you
  • Significant strategic decision-making – that comes later in your career.
  • A quiet, predictable 9-to-5 office job; event weeks are anything but.
  • A chance to lead large teams or manage big budgets (not yet, anyway).

6Who you work with

This role directly supports the operational efficiency of our roadshow programmes. Your accurate and timely execution of tasks ensures that event components (like registration, materials, and equipment) are ready when needed, directly impacting attendee experience and the team's ability to deliver a professional event. Get it right, and we look organised; get it wrong, and we're scrambling on event day.

Inside the business
  • Roadshow Specialists
  • Senior Roadshow Producers
  • Marketing Operations Team
  • Sales Enablement
Outside the business
  • Shipping & Logistics Vendors
  • Venue Coordinators (for basic queries)
  • Temporary Event Staff

7What you need before you start

Not a wish list. The things you would be expected to already have.

  • A genuine interest in events and experiential marketing – you'll need to be keen to learn!
  • Strong organisational skills; you're the kind of person who keeps a tidy desk (physical or digital).
  • Reliability and punctuality – especially important when dealing with event schedules.
  • A 'can-do' attitude and willingness to jump in and help wherever needed.
  • Basic computer literacy (Microsoft Office or Google Workspace).

8What to practise next

Where the job is going, and what to do about it starting this week.

Data Literacy for Event Metrics

Everyone wants to know if events are actually working. As you progress, you'll need to understand basic event data – like registration numbers, attendance rates, and simple feedback scores – and how to pull those reports yourself.

Key Performance Indicators (KPIs) · Basic Reporting Tools · Data Accuracy

  • This week: Ask your manager to show you how to pull a basic registration report from Cvent.
  • This month: Spend an hour each week exploring the reporting functions in our event management platform.
  • Month 2: Try to explain the attendance numbers for a past event to a colleague, focusing on what the numbers actually mean.
  • Month 3: Propose one new, simple metric you think we should track for future events.

Quick win: Always look at the numbers in any report you're given. Ask 'what does this mean?' and 'how does this compare to last time?'

Digital Event Platform Familiarity

Even for 'in-person' roadshows, digital elements are becoming more common – think pre-event webinars, virtual breakouts, or hybrid components. Understanding how these platforms work will be crucial.

Virtual Event Basics · Hybrid Event Concepts · Engagement Features

  • This week: Attend a webinar or virtual event, paying attention to the platform's features.
  • This month: Ask if you can help set up a basic meeting or internal training session using a virtual event platform.
  • Month 2: Research one new digital event platform and present a quick overview to your team.
  • Month 3: Help manage the chat or Q&A during an internal virtual meeting.

Quick win: When you're on a video call, try out the different features (chat, reactions, screen sharing) to get comfortable with them.

9Staying current once you are in

What people here do to keep up
  • Attend industry webinars or online courses on event logistics or experiential marketing.
  • Shadow more experienced team members during event planning calls or on-site setups.
  • Read industry publications and blogs to stay up-to-date on trends and best practices.
  • Seek feedback regularly from your manager and colleagues to identify areas for growth.

10How the AI economy is changing work like this

Before we ask anything of you, here's what we can already say about AI and work of this kind:

The new skill this role is being asked for: Basic AI Prompt Engineering

AI tools like ChatGPT and Claude are already here, and they're getting better at helping with routine tasks. Learning how to 'talk' to them effectively will make you much more efficient at drafting emails, summarising notes, and getting quick answers.

We'll only ever tell you what we can actually back up. No hype, no scare tactics.

The rising capability

Zavmo analysis

What's rising in its place

This is where the work is heading, and the higher pay with it. Get fluent here and the shift stops being a threat and starts being your edge.

Basic AI Prompt Engineering

AI tools like ChatGPT and Claude are already here, and they're getting better at helping with routine tasks. Learning how to 'talk' to them effectively will make you much more efficient at drafting emails, summarising notes, and getting quick answers.

  • Clear Instructions
  • Context Provision
  • Output Refinement
  • Ethical Use

What you’ll use

Skills this role draws on

Technical

  • Event Logistics Fundamentals
  • Vendor Communication
  • Run of Show (ROS) Comprehension
  • Budget Tracking (Entry-Level)

The pathway

How you actually get there, here

How you become one varies far more by country than what one does. This is the UK route. Most people take one of these ways in; the right one depends on where you're starting from.

  1. 1

    Apprenticeship in Events or Business Administration

    1-2 years

    Skills to master

    • Core administrative tasks, basic project support, professional communication, time management.

    You're ready to move on when

    • Consistently completing tasks accurately and on time.
    • Demonstrating initiative by taking on new responsibilities.
    • Receiving positive feedback from supervisors and team members.
  2. 2

    Customer Service / Front of House Role

    1-2 years

    Skills to master

    • Problem-solving under pressure, managing customer expectations, clear communication, handling queries efficiently.

    You're ready to move on when

    • Excellent feedback on customer interactions.
    • Ability to multi-task and manage queues or high volumes of requests.
    • Proactive approach to identifying and resolving customer issues.
  3. 3

    Administrative Assistant / Office Coordinator

    1-2 years

    Skills to master

    • Organisation, scheduling, vendor liaison, budget tracking (basic), document management.

    You're ready to move on when

    • Strong command of office software and organisational tools.
    • Reliable management of office operations or executive support.
    • Demonstrated ability to coordinate multiple moving parts effectively.

11Where this role leads

The long view:This Roadshow Coordinator role is your foot in the door to a dynamic and exciting industry. If you're keen to learn, reliable, and love seeing your hard work come to life, there's a clear path for you to build a fantastic career here. We're excited to see where you take it!

Pay & demand

Pay and demand for this role will appear here, each figure traced to a named authoritative source (e.g. the ONS Annual Survey of Hours and Earnings, under the Open Government Licence). We don’t show numbers we can’t attribute.

The ten Future Fluencies

Zavmo analysis

The credential is what you can do today. These are what keep you valuable.

A qualification proves you can do the job as it's defined today. These ten are what decide whether you're still the obvious person for it in five years. They're the capabilities employers are now writing into senior roles faster than people are learning them. Zavmo weaves them through whatever you study, so you come out with both: the credential and the fluency.

The highlighted ones are the Fluencies your role leans on hardest, from how Roadshow Coordinator is actually changing. In about two minutes, the free confidence check asks where you stand on each of the ten. That's the whole check, and it's what makes the plan yours rather than generic.

Where it leads

Roles this leads to

12The team that's yours

No two people are taught the same way. This is one-to-one, not one-to-many.

Zavmo is a hyper-personalised AI learning platform. Twelve virtual tutors, each with a different way of teaching, and one orchestration agent that picks the right one for the moment. So every single lesson is shaped around you, your role, and the way you learn. Not a course everyone sits through. A conversation built for you, and no one else.

…and nine more, matched to you after your first chat. Meet all twelve

Start free and meet yours

13What it feels like

A conversation, not a course

Because your tutor knows your role, your projects and your last session, learning sounds like this. And it's different for every single person:

Support the organisation of creative or cultural events or exhibitionsLevel 2

Applied to your work in Roadshow Coordinator

This unit aims to enable learners to support the organisation of creative or cultural events and exhibitions, including planning, operation, and providing information for evaluation purposes.

How the thinking builds
  1. Remember
  2. Understand
  3. Apply
  4. Analyse
  5. Evaluate
  6. Create
An illustration of a Zavmo lesson, built from this role’s own route. The unit, its objective and every criterion above are the awarding body’s own words, not an example.

One to one, not one to many

No two people run this the same way

A course is written once and handed to everyone. This is assembled around you, and keeps changing as it learns you. Five things it reads, and what each one changes.

  1. Your actual work Every lesson is taught against a live piece of your own work, not a worked example from a textbook.
  2. What you already know The first conversation finds your starting point, so you skip what you can already do and spend the time on what you cannot.
  3. The conditions you learn under Not a learning-styles quiz. The evidence does not support those. The dimensions the research does back, read once and used to shape the plan.
  4. How far you got last time It picks up mid-thought. The tutor knows what you said, what you struggled with, and what it asked you to try.
  5. Which tutor suits the moment Twelve of them, each for a different kind of thinking. The one who walks you through a first idea is not the one who stress-tests it.

See how you learn, free. Eight questions, no sign-up. A directional taster; the diagnostic inside Zavmo goes deeper and keeps adapting.

DemonstrateIllustration

Evidenced on your work in Roadshow Coordinator

You do not finish by watching something. You finish by showing it on the work you already do, against the measures this job is judged on.

  • On-Time Shipment ArrivalsPercentage of event kit and materials that arrive at the venue by the scheduled 'load-in' time.All 15 boxes for the Manchester event arrived by 08:00 on Monday, exactly as planned.100%
  • Registration Data AccuracyError rate in attendee registration data entry or updates, including badge printing details.Out of 300 attendee badges, only 3 had incorrect names or company details, meaning a 1% error rate.<2% error rate
  • Invoice Processing TurnaroundTime taken to process and submit vendor invoices for payment after an event.All vendor invoices from the Birmingham roadshow were submitted to Finance by Wednesday afternoon, two days after the event.Within 48 hours
  • Supply Inventory AccuracyVariance between recorded inventory levels for event 'kit' items (e.g., pens, notepads, brochures) and actual physical count.The monthly check showed we had 950 pens when the system said 1000, a 5% variance, which is acceptable.<5% variance
These are this job's own measures, with its own targets. Nothing is marked evidenced, because nobody has started this yet. Yours would fill in from the work you bring.

Your passport

This isn't a certificate you file away. It's a passport to the life you're designing.

Every credit you earn and every fluency you build adds up: evidence where it counts, carried with you. Zavmo keeps the map: where you are, where you're heading, and the next step, at your pace, around your life. From Roadshow Coordinator to Roadshow Specialist (Level 2), and whatever you decide comes after.

Level 2 · in progressAI Fluency→ Roadshow Specialist (Level 2)→ your design
Where this takes you

This Roadshow Coordinator role is your foot in the door to a dynamic and exciting industry. If you're keen to learn, reliable, and love seeing your hard work come to life, there's a clear path for you to build a fantastic career here. We're excited to see where you take it!

See Your Progress GrowIllustration
Roadshow Coordinator
  • Event Logistics Fundamentals
  • Vendor Communication
  • Run of Show (ROS) Comprehension
  • Budget Tracking (Entry-Level)
This is your Mind Palace on learn.zavmo.ai. Every skill above comes from this role's own record, not an example borrowed from another job. A node lights up when you evidence it, and what you build stays yours between jobs. That is the part a course cannot do.

14The detail, folded away

Everything else the record holds

The career branches in full, how AI is already showing up in the day-to-day, and the questions people ask about this job. Here when you want them, out of the way while you decide.

Where it leads next, rung by rung

Where it leads

The career path, and where it branches

Roadshow Coordinator is a start, not a ceiling. Each step below asks for new skills and hands back more autonomy.

  1. Roadshow Specialist (Level 2)

    2-3 years in current role

    One level up

    • Managing a specific workstream end-to-end (e.g., all registration, or all speaker logistics)
    • Building simple event budgets from scratch
    • Training temporary event staff on basic protocols
    • Troubleshooting basic tech issues on-site
Working with AI on the job

Working with AI

Where AI is starting to help

Let's be real, a lot of event coordination involves repetitive tasks. Imagine if you could get some of that done in minutes instead of hours. That's where AI comes in. We're not talking about robots taking over your job; we're talking about smart tools that help you get through the grunt work faster, so you can focus on the more interesting bits.

For a Roadshow Coordinator, AI can be a game-changer for administrative and preparatory tasks. Think about the time you spend drafting emails, summarising notes, or digging for venue info. AI can significantly cut down on that, making your day more efficient and less tedious. It's about working smarter, not just harder.

Initial Draft Automation

Use a custom AI assistant to generate first drafts of routine emails (e.g., 'confirming shipment arrival', 'requesting catering quotes') or even simple sections of a 'Run of Show' document based on your notes and standard templates. It's a massive head start.

Basic Feedback Summaries

After an event, you'll often get lots of open-ended feedback. Feed it into an AI tool to quickly pull out key themes and summarise sentiment (e.g., 'most people loved the keynote, but found registration confusing') without having to read every single comment manually.

Venue & Vendor Info Gathering

Need to quickly find basic information about potential venues or local suppliers in a new city? An AI assistant can rapidly search and summarise details like 'hotel meeting room capacity in Bristol' or 'local AV companies with good reviews' saving you hours of manual searching.

Communication & Reporting Aids

Get AI to help you draft clear, concise internal updates for your team or quick post-event summaries. It can help you structure your thoughts and ensure consistent messaging, especially when you're tired after an event.

Common questions

Common questions

How do you become a Roadshow Coordinator?

Common routes in include Apprenticeship in Events or Business Administration (1-2 years), Customer Service / Front of House Role (1-2 years) and Administrative Assistant / Office Coordinator (1-2 years). Times vary with prior experience.

Where can a Roadshow Coordinator progress to?

This role can lead on to Roadshow Specialist (Level 2) (2-3 years in current role), depending on the skills you build.

What level is a Roadshow Coordinator in the UK?

This role aligns to RQF Level 2 on the UK framework, a guide to the depth of qualification it maps to, not a hard entry bar.

What new skills matter most for a Roadshow Coordinator?

Increasingly, Basic AI Prompt Engineering. These are the areas where the higher-paid, future-proof work is heading.

The honest bit

You’ve started things before

Most of them were built for a room full of people who aren’t you. A cohort moves on whether or not your week allowed it, and by the third week the thing you’re behind on becomes the reason you stop opening it.

There’s no cohort here, and no timetable to fall behind. Before anything starts, Zavmo asks when you’re sharpest and how long you can realistically sit down for, then builds the sessions around those answers. A bad fortnight changes your pace. It doesn’t put you behind.

And you only pay once you start learning. Searching and planning are free, and you can cancel any time — so the cost of finding out is an afternoon, not a year.

What it costs

Less than one coaching session. Every month.

A single career-coaching hour costs more than a month of this, and it ends when the hour does. Zavmo doesn't. It's £70 a month, about £2.30 a day, for a companion that knows a Roadshow Coordinator, works on the job you actually do, and keeps going at your pace rather than a timetable's.

  • Searching and planning stay free. You only pay when you start learning.
  • Your credits are yours. Regulated, and they don't vanish when a subscription ends.
  • Cancel any time and billing stops. No notice period, no minimum term.

Your path, personalised

You have the map. Walking it is the part we do together.

This route runs to 10 national skill standards. That is a real journey.

Zavmo shapes a learning experience as unique as you are. It fits how you learn, your pace and the work you already do. Every step stays benchmarked to recognised national standards. That’s the plan for becoming a Roadshow Coordinator: personal to you, and it still counts. The first steps are free.

Independent research finds well-designed intelligent tutoring performs nearly as well as one-to-one human tutoring: VanLehn (2011), Educational Psychologist.

A private tutor in the UK averages £35–40 an hour . Zavmo is £70/month.

A real plan on learn.zavmo.ai: Ofqual-regulated units, credits, and a three-month run at your own pace.
Start free No commitment. See your first steps free.

15Where to go from here

Other roles at Level 2

Same depth of qualification, different job. Useful if the work appeals but this particular role does not.

Other roles in Events Experiential Marketing

Stay in the field you know and move sideways rather than up.

If you leave this industry

The skills you'll gain in events, especially in logistics, project management, and stakeholder communication, are highly transferable. You could move into broader marketing operations, project management in other industries, or even supply chain and logistics roles, though the 'experiential' element would be less pronounced.

Not sure this is the right direction?

Work out what you actually want from work first, then come back and see which roles fit it. Takes about ten minutes.

This role profile is © 2026Growth Engineering Technologies Ltd. Built from UK occupational standards and regulated qualification data, and written for Zavmo.

You're not behind. You're right on time. The shift is only just beginning. Your role won't look the same in two years. Be the one who leads the change, not the one it happens to. Build my plan, free Here's the first ten minutes: a 2-minute confidence check → your personalised roadmap → meet the tutors matched to you. No card, cancel any time. No card. Build your plan, see your roadmap and meet the twelve tutors matched to you. All free. When you're ready to start learning, it's £70 a month, billed monthly. Cancel any time and billing stops.