Event Operations Manager

This is an exciting opportunity to become part of a high performing events operations team in a fast-growing global B2B conference business. You will join a team of 9 Operations and Customer Service specialists delivering events across the world to the very highest standard.  

As an Operations Manager you will be responsible for driving the end-to-end logistics for both physical and digital events, ensuring we deliver best in class customer experiences for delegate and sponsor customers, aligned to theirs and our Fastmarkets objectives, translating these into proposed designs which utilise the latest in experience design thinking and event technologies. To do so you will work closely with the entire events team to co-design the intended delegate and sponsor experiences, provide clear design briefs to suppliers and then sharing intended designs for sign off to the wider team.

You will be responsible for managing the event delivery to the agreed budgeted costs and for sourcing and negotiating required venue contracts and suppliers. You will be required to provide accurate forecasts on costs and track these to budget using our internal system, Anaplan, to do so, highlighting any issues/ overspends early and providing mitigations in agreement with the wider team to keep your events on track for gross profit.

In addition, you will work closely with Sponsorship to come up with ideas in the event experience to drive revenues and fund innovative and elevated event experiences that create  stand out customer value and elevate our events over and above competitors

You will be required to manage internal and external systems to support delivery of the events including: our registration platform, Cvent, digitals platforms such as but not limited to Swapcard and forecasting platform, Anaplan.

PRINCIPLE ACCOUNTABILITIES

• Venue Brief – Gathering accurate event requirements to source venues
• Event Brief – gather requirements from key stakeholders to inform event design
• Source venues for events in line with business requirements
• Review venue contracts, complying with relevant policies on risk and escalating issues as appropriate
• Sourcing, negotiating and liaising with suppliers for each event – including venues, audio-visual, documentation printing, signage, and on-site support staff
• Work with Sponsorship on ideas to fund elevated experiences and drive revenues
• Provide sponsors and exhibitors with logistics information through welcome packs and exhibition manuals
• Produce sponsorship collateral to fulfil contractual commitments
• Act as point of contact for speakers for all pre-event and onsite logistics
• Assisting and collaborating with the Customer Services Team with registering participants on Salesforce, invoicing, and general customer service duties onsite
• Contribute to regular project meetings for each event to ensure smooth communication within the team and aid the professional delivery of our events to external stakeholders
• Work closely with designers to produce required on site branding, signing off final designs in consultation with the wider project team and in line with print deadlines
• Creating a professional onsite environment for all participants and ensure all logistics, branding and safety requirements are met
• Act as the operational lead on-site, liaising with the venue and co-ordinating with the project team to ensure the smooth running of the event
• Preparation and maintenance of realistic forecasts and budgets and submission of complete and accurate accounts on strict deadlines
• Work with the Centre of Excellence to share, learn and help push event experience forward.