JOB PURPOSE:
Responsible for the organisation and management of multiple exhibition and conference 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
• Plan and execute successfully all operational and logistical elements for conferences and exhibitions in consultation with the Senior Operations Manager, Event Director / Conference Producers and Sales team.
• Brief and tender for conference elements including stage designs and technical riders
• Work closely with production and speaker management on conference technical requirements
• Manage AV, speaker management and content providers onsite
• Complete onsite fulfilment of all conference elements
• Effectively work on the technical elements of the events, projects which may include catering, internet, signage, feature areas etc.
• 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.
• 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
• Successfully manage Salesforce and Operational processes for your designated events – including creating and keeping up to date with event operations Critical Path Analyses.
Budget Management
• Prepare, manage, and monitor operational event budgets, keeping costs firmly under control.
• Strong negotiating skills, helping achieve profit targets through cost savings.
Relationship Management
• 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
• Ensures that favourable rates and terms are negotiated - Obtaining quotes, conducting full 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
• 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 for all events, including; Risk Assessments, Fire Risk Assessments, Emergency Evacuation Plans, Major Incident Plans, etc…
People Management (as applicable)
• Manages direct line reports; training and ensuring personal development of direct line reports with support of Head of Ops
• Agrees objectives and conducts annual appraisal of direct report(s)
• Liaises as necessary with show teams and Head of Department, ensuring event objectives are being met by line reports
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.