Event Operations Manager

Responsible for show specific financial management including budget creation, monitoring revenue/expense performance, and proper forecasting as requested by the Operations Director.

Lead and contribute to the management of all aspects of conferences, meetings and events (pre-planning, onsite execution and post event wrap up)

Communicates regularly with all contractors including the general services contractor, venue staff, sales, catering, banquet, and audio-visual and services managers to arrange for all event needs, food function menus, coffee service, social activities, and coordinates these functions with other staff.

Supports Operations Director with negotiation when necessary. Including negotiation of venue tenancy contracts for room rates, (as appropriate and within the bounds of existing corporate agreements), space requirements, complimentary rooms, percent increase limitations, cancellation policies, catering, security, audio-visual, parking and any additional needs; reviews and complies with all venue contracts and general contractor agreements.

Develops and maintains communications with exhibitors to ensure their needs are being met and provide an open forum for them to ensure that problems are discussed and resolved. Proactively sets up calls to discuss any matters ahead of escalation, monitors the Operations inbox and leads the Sponsor TownHall

Develops and maintains solid professional relationships with all sponsors as well as other departments in the event group

Creates and manages sponsor tracking documents and undergoes regular audits against contracts and floorplans

Leads on pricing out sponsor fulfilment items and activations

Supports Marketing Director and Registration Director on event registration needs

Manage audio/visual and production planning and execution

Monitor onsite management of event set-up and execution including décor, production, transportation, and entertainment

Plan and attend site visits, creating meeting agendas and post visit reporting

Manage and maintain the operations timeline

Coordinate and manage all show orders and communications with venues and show vendors to include catering, room sets, electric, internet, rigging, exhibition booths, floorplans, security, audio visual, and registration

Develop an on-site attendee journey map and work closely with the creative design team on sign design and production.

Manage the sleeping room blocks and arranges all travel and hotel accommodations

Manage event sustainability ensuring carbon emissions are reduced and measured where applicable, updating information on our Trace system

Coordinates exhibitor needs with the sales staff; manages the updating and creation of floor plans for each event to ensure proper exhibitor/sponsor placement, good traffic flow, adequate areas for registration and exhibitor service, and compliance with safety and facility requirements.

Coordinates the production and positioning of all signage; provides input into the creation and maintenance of all operations contact with sponsor information packs, security briefs, temp staff briefs, onsite roles and responsibilities and onsite build and breakdown scheduling and all other activities pertaining to operations.

Coordinates with Registration Manager all aspects of exhibitor and attendee registration, including advance and on-site registration, lead retrieval systems, staffing, lists, etc.

Manages all on-site functions at assigned events, including exhibit hall, meeting rooms, conference spaces, and coordinates with registration.

Complies with all facilities contracts and general contractor agreements

Contribute effective, constructive ideas to the Operations Director in the planning, budgeting and execution process

Manages on-site and off-site functions at assigned events, including all meeting rooms, other event spaces, yoga and wellbeing sessions, exhibitor networking events.

Travel both domestically and internationally and work overtime as needed to attend events and any client meetings

Maintain and manage all H&S requirements for the events

Manage, create and regularly update master files for each event

Maintain regular event reports to include financial status and overall logistical status

Performs additional duties as assigned by the Operations Director.

Cooperates with others and proactively contributes to a positive working environment.

Strong interpersonal, time management and organizational skills, with the ability to multi-task and take direction.

Must be highly detail oriented, with problem solving and conflict management abilities.

Prefer staff management experience in order to train, motivate and develop staff.

Ability to delegate and manage stress.

Strong customer-service orientation.

A minimum of 3 years’ experience in event production, hospitality or high-end meeting/conference planning.

Working knowledge of personal computers and MS Office, cost management and budgetary responsibilities. Smartsheet knowledge is a plus.

Contract negotiations and implementation experience is critical.

Experience with hotel and/or banquet sales or facilities management and planning.

Ability to travel required

You proactively seek to adopt and implement diversity into your work, including valuing diverse backgrounds, experiences and thinking. You also embrace creating and nurturing a culture of diversity, inclusion, and belonging.

Exceptional communication skills, both written and verbal.

Strong team player and ability to work well with others.

Why we are here: Helping people live longer and live better by focusing on the Experience Economy.

What we do: We connect buyers and sellers.

How we do it: Easy to work with. We deliver superior results. Provide world-class experiences.

Our DNA is our guiding principles: Collaboration, Honesty & Transparency, Curiosity, Growth, Fun, Purpose Driven

At Questex, we listen to each other and to our customers. And we have fun in a fast-paced, vibrant and supportive environment. We’re big on ideas, not on rigid processes, rules or org charts. We know that life can be unpredictable, so we’re flexible and adaptable to change.

At Questex, you will join a fast-growing company of bright and ambitious but easygoing people from a diversity of professions, experiences and backgrounds. We keep it real. Like to take the lead? Go for it! We encourage innovative thinking and action. Whether you like to create things, manage things or sell things, you can make your mark at Questex.

Our mission is to create inclusive experiences and opportunities for all, empowering individuals and communities, ensuring that everyone can see themselves represented in our offices, virtual spaces and our work.

With offices in Washington, D.C., London & Singapore, we are always on the lookout for talented people to join our team.

Please note Quest ex is unable to provide visa sponsorship. Candidates must be authorized to work in the UK without sponsorship now or in the future.

Questex is an Equal Opportunity Employer –Minority/Female/Disability/Veteran/Gender Identity/Sexual Orientation/ Gender Expression/Age/Military or Veteran Status/Citizenship Status, or other protected characteristics under federal, state, or local law.

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