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