AEO - Association of event organisers

Operations Executive

AEO

Operations Executive

  • Closing date: 10-Jun-2022
  • Hours:
    • Full Time
  • Job function:
    • Operations
  • Contract type:
    • Permanent
  • Contact Name: Eve Page
  • Company name: dmg events
  • Email: evepage@dmgevents.com

Job Purpose:

To assist and support the Operations Managers in organising our portfolio of conferences and exhibitions, and any new products or launches. This is a great opportunity for a self-motivated and ambitious individual looking to develop skills within the exhibitions industry and offers great progression.

 

Key Accountabilities:

Communication: First point of contact for exhibitors

  • Ensure professional and first-class customer communications (exhibitor/sponsor/contractor) always.
  • Pre-show and on-site exhibitor liaison and support via phone and email, dealing with incoming enquiries in a timely and efficient manner
  • Manage scheduled communication to go out at key stages of the event process regarding all logistical details, as relevant to the programme format and customer needs.
  • Onsite management of the Organiser’s office, where required
  • Speaker liaison on small events, pre-event and/ or onsite management. Including creating and sharing speaker briefing notes, collating biographies/ photos/ presentations, and working with content team to update conference programmes.
  • Responsible for drafting and scheduling speaker communications once they are committed to an event

Admin/ Database management: Day to day tasks to ensure the smooth running of the event

  • Management of exhibitor and contractor databases
  • To assist in the processing & confirmation of exhibitor information and to monitor exhibitor responses to ensure all necessary information is received on time.
  • Assisting in the production of the exhibitor manual, including reviewing current content and researching information relevant for that specific event
  • Updating and maintaining show floor plans
  • Assisting with the Exhibitor Day

Project Management: Managing small events/projects

  • Plan and execute successfully the operational and logistical elements of small projects, or events, with the support of manager
  • Obtaining multiple quotes and negotiating costs for services being managed, working on tender processes.
  • Building knowledge of Health & Safety best practice both pre-event and onsite
  • Assisting the content team onsite to organize speakers at events (including management of speaker lounge)

Budgets: Managing sections of event budgets

  • Developing awareness of budgets
  • Managing and updating sections of operational event budgets, with support of manager. Keeping costs firmly under control.

System Management: Following internal best practice and processes

  • Manage Salesforce and Operational processes – including creating and keeping up to date with event Ops CPAs
  • Successfully create, update and monitor stand and event inventory
  • Updating and managing the online portal for receiving the presentations, biographies, headshots and other documentation in a timely manner

Relationship Management: Building good internal and external relationships

  • Externally – Communicate proficiently with external/ international contractors, sponsors, exhibitors and venues. Building and maintaining excellent working relationships.
  • Internally – Interacts effectively with fellow team members and other office departments.

Additional Tasks

  • Assisting with travel and accommodation requirements (as required)
  • Booking speaker travel and accommodation, and covering expenses where relevant
  • Coordinating on site freight requirements
  • General admin and adhoc projects

 

Qualifications, Experience & Skills:

Key requirements for the role

  • Experience (1-2 years minimum) in B2B conferences and exhibitions
  • IOSH certification desirable
  • Communication- excellent written English and verbal communication skills
  • Budget experience- inputting to event budgets and keeping within the budgets set
  • Ability to work under pressure and to deadlines 
  • Flexibility- required as the post includes some travel and out of hours work relating to events
  • Knowledge of MS Office Suite including: MS Word, Powerpoint, Outlook and Excel
  • Open to international travel in Asia, Africa, Europe and North America 
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  • "Broadway Events joined the AEO on the Enterprise Membership. We’ve already taken advantage of the many benefits including the excellent FaceTime Masterclasses and training guides for exhibitors."
    Emma Barrett
    Broadway Events
  • "We are a member of the AEO because it is a proactive association for the events industry. As an organiser it provides us with high value ideas, networking, guidance and information."
    David Harrison
    PPMA Group
  • "This year, the association has led working groups to address industry issues and put on some amazing events full of insightful content for both organisers and, through the AEOs FaceTime initiative, exhibitors. In addition, the AEO has represented the industry at a Governmental level to raise awareness of the importance of events to the UK economy."
    Paul Byrom
    Upper Street Events
  • "I genuinely believe that if you’re involved in organising events you should become a member of the AEO."
    Simon Kimble
    Clarion Events
  • "Our membership of the AEO represents real and tangible value for UBM - it provides fantastic networking opportunities, practical training for our team as well as valuable insight into the state of our industry."
    Simon Parker
    Informa Markets
  • "As an Association business, we appreciate the excellent work the secretariat of the AEO do for our community. From the events side of our business, the AEO provides an excellent return on investment, providing thought leadership, fantastic networking, brilliant awards, excellent research and FaceTime, a valuable tool to tell our markets why exhibitions and events should be an essential part of the marketing mix."
    Neil Felton
    FESPA
  • "AEO’s networking and member meetings are valuable for individuals at all levels within our organisation. The promotion of our sector to the outside world, to government, authorities and business at large is another vital aspect of the AEO’s purpose for members, many of whom, like my company, work on events throughout the world."
    Stephen Brooks
    Mack Brooks Exhibitions
  • “Knowledge is power and the AEO dinners are certainly powerful, there is always a wealth of knowledge at the table. Insightful presentations make for a constructive and extremely social way to learn from the experts who’ve done it before. I attended the Japanese evening and gained really valuable insight about the culture and how best to communicate with a local audience.”
    John Whitaker
    Vice President Marketing, Data & Digital , dmg events
  • "We have the opportunity to contribute positively to the industry as well as gaining valuable insight and advice. There’s no need to spend valuable time and money reinventing the wheel when you have so many experienced professionals in AEO membership to learn from”
    Emma Cartmell
    CHS Group
  • "JOINING THE AEO HAS BEEN FANTASTIC! Being able to gift our customers with free places at the FaceTime masterclasses, learn alongside industry peers and seek advice to common challenges is invaluable”
    Sharon Azam
    GovNet Communications
  • I just wanted to send my most sincere thanks for everything that you and the AEO team are doing to help navigate the events industry through the pandemic. The working groups and communication from the AEO have been excellent and I’m really appreciative of being part of such a wonderful organisation.
    Simon Burns
    ICHF Events
  • I think what the AEO has been doing during this tough time has been exceptional.
    Greg Cherry
    QD Events LTD
  • It is so useful to hear from your peers at this time. Please pass my thanks to Ruth and the BTIG panel
    Dan Assor
    CloserStill Media
  • Just wanted to thank you and Ruth this morning for the Zoom meeting - it was really interesting to hear how things are moving along in the virtual/hybrid meeting/exhibitions. All very new to me, so a lot to digest.
    Maureen Wright
    Optic UK
  • The session this morning was fantastic. We are right in the midst of this and the information was so useful. We can apply it immediately
    Claire Adams
    FESPA
  • The AEO provides an opportunity to make a difference, to work with other companies for the good of the industry as a whole, but beyond that, it provides it’s members with valuable insight and tangible benefits to grow your business, upskill and engage your teams. For those reasons, our membership is in indelible ink on the each annual budget. In short, if you aren’t a member, you are missing out.
    Ed Tranter
    73 Media

 

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