Senior Exhibitions Operations Manager (MAT Cover)

Job Purpose:

Responsible for taking the lead with organising and managing core elements of one of our 2024 energy Conference and Exhibition from conception through to completion. Working with internal and external stakeholders and suppliers to deliver operational excellence with good ROI. With potential to support on other events in the UK portfolio as and when required.

Key Accountabilities:

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).

• Competent at completing Health & Safety documentation, putting together Health & Safety folders for all events, including; Risk Assessments, Fire Risk Assessments, Emergency Evacuation Plans, Major Incident Plans, etc…

Project Management

Manages the operational delivery of several events/ projects from conception through to completion

• Independently plan and execute successfully any operational or logistical element of conferences and exhibitions in consultation with the Head of Operations/Operations Director, Event Director / Conference Producers and Sales team.

• Good working knowledge of technical elements of an exhibition, with a main focus on rigging, utilities, stand plan approvals, venue processes etc.

• Confidently work through challenges faced in peripatetic and large events. Adapting, developing and implementing best practice processes to fulfil the requirements of that specific event

• Effectively lead and manage projects which may include, but not limited to, catering, signage, feature areas, conference, sponsorship etc.

• Selecting and appointing suppliers through conducting full tender processes; obtaining quotes, negotiating costs, creating Service Level Agreements.

• Conduct feasibility studies regarding the operational requirements and draft budgets for current events and new launches.

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

• Creating and updating show floor plans and layout plans.

• 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.

• If required, 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.

• Investigates problems and creates imaginative and practical solutions using operational expertise.

• Identifies opportunities (for our clients) and actively seeks to improve the attendee experience and capitalise on branding opportunities, resulting in new revenue opportunities.

Budget Management

Managing Operational budgets

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

• Strong negotiation skills to ensure favourable rates and terms are achieved

Relationship Management

Managing internal and external relationships appropriately, demonstrating leadership qualities

• 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, all types of service suppliers and A/V 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.

Admin/ System Management

Following internal best practice and processes

• Successfully manage Salesforce and operational processes for your designated event/s – including creating and keeping up to date with event operations Critical Path Analyses.

• Responsible for overseeing direct processes that impact the event floorplan and exhibitor list, managed by the junior member of the team. Ensuring the processes are fit for purpose and ensures direct line report adheres to these processes

Qualifications and Experience:

• Experience (6-8 years minimum) in large international B2B conferences and exhibitions.

• Minimum IOSH Certification.

• First Aid Knowledge / training is desirable.

• Detailed knowledge of 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

dmg events is an equal opportunity employer, If you have not heard back from us within 14 days, please consider your application as unsuccessful at this time.