Operations Manager - Exhibition and Conference

JOB PURPOSE:

Responsible for the organisation and management of multiple exhibition projects on dmg events (UK)’s flagship event, from conception through to completion. Working with internal and external stakeholders and suppliers to deliver operational excellence with good ROI.

KEY ACCOUNTABILITIES:

Project Management

Manages the operational delivery of several events/ projects from conception through to completion • Plan and execute successfully operational and logistical elements for the event in consultation with the Head of Operations, VP and wider event team.

• Brief and tender for exhibition elements and present to Head of Operations and VP for decision making

• Work closely with sales and marketing on use of branding for onsite requirements.

• Manage suppliers and providers onsite

• Complete onsite fulfilment of exhibition elements

• Effectively work on the technical elements of the events, projects which may include catering, internet, signage, feature areas etc.

• Conduct site visits and ensure venues are fit for purpose.

• Creating and updating show floor plans and layout plans where required

• Assist with the production of Exhibitor Manuals and Information sheets, to help clients to plan their participation at the event.

• Co-ordinating onsite freight, traffic and security requirements.

• Manage adhoc projects, e.g. Evening Functions or Roadshows - source venues, negotiate entertainment, AV & Lighting, F&B, etc.

• Agree any event sponsorship sales opportunities / obtain quotes, then implement any sponsor/exhibitor agreements and liaise directly with the client on fulfilment, providing great customer service care.

• Analyse event operations post shows and prepare and implement recommendations for improving operational efficiencies on future events.

Admin/ System Management

Following internal best practice and processes

• Successfully manage Salesforce and Operational processes for your designated event – including creating and keeping up to date with event operations milestones.

Budget Management

Managing Operational budgets • Prepare, manage, and monitor operational event budgets, keeping costs firmly under control.

• Strong negotiating skills, helping achieve profit targets through cost savings.

Relationship Management

Managing internal and external relationships appropriately • Creates an immediate, positive and professional impression on colleagues and external suppliers which is vital for the development of the business

• Externally - Builds and maintains excellent working relationships with external providers including (but not exclusively) venues and all types of service suppliers

• Ensures that favourable rates and terms are negotiated - Obtaining quotes, conducting tender processes, negotiating costs, creating Service Level Agreements, selecting and appointing the providers.

• Internally – Interacts effectively with fellow team members, other departments and relevant DMG global network to gain and effectively apply internal knowledge.

• Present to the wider team internally, and to venues and suppliers, the updates of the events throughout the event cycle.

• Ensure first class customer communications (delegate, sponsor, and exhibitor) at all times. Managing scheduled communication to go out at key stages of the event process regarding all logistical details.

Health and Safety

Following and implementing best practise • Ensure Health & Safety best practices are followed and monitored throughout the planning cycle and onsite (e.g. g-Guide minimum standard).

• Complete Health & Safety documentation, putting together Health & Safety folders where required, including; Risk Assessments, Fire Risk Assessments, Emergency Evacuation Plans, Major Incident Plans, etc…

QUALIFICATIONS, EXPERIENCE, & SKILLS:

Key requirements for the role

• Experience (4-5 years minimum) in international B2B conferences and exhibitions.

• IOSH Certification.

• First Aid Knowledge / training is desirable.

• Detailed knowledge of small to large scale operations and Health & Safety best practice.

• Strong negotiating and contract management skills.

• Project Management; ability to oversee/manage multiple products.

• Sound commercial awareness – management of budgets for events and keeping within the budget set.

• Ability to network and liaise with senior people/trade bodies, associations and diverse cultures.

• Ability to work under pressure and to deadlines.

• Knowledge and experience with AutoCAD is helpful.

Personal Attributes

• Customer Focused – put the customer at the heart of everything we do

• Harding working - Strong work ethic representing our industry leading brands

• Studious - Desire to learn and embrace best practice within your discipline

• Respectful – demonstrate consistency and reliability in all areas

• Collaborative – display open communication and innovation

• Proactive – take initiative on opportunities and test your ideas

• Efficient – display excellent time management and prioritisation

• Effective – focusing on the right things at the right time to deliver the best results

dmg events is an equal opportunity employer. If you have not had feedback from us within 14 days, please consider your application as unsuccessful for this round.