AEO - Association of event organisers

Operations Manager

AEO

Operations Manager

  • 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

Key Accountabilities:

Project Management: Manages the operational delivery of several events/projects from conception to completion

  • Plan and execute successfully all operational and logistical elements for conferences and exhibitions in consultation with the Head of Operations, Event Director / Conference Producers and Sales team.
  • Effectively work on the technical elements of the events, projects which may include catering, internet, signage, feature areas, conference 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: Following internal best practice and processes

  • Successfully work with various technology platforms and manage Operational processes for your designated events, such as Salesforce, Event Apps, Conference Management Platforms – including creating and keeping up to date with event operations Critical Path Analyses.
  • An understanding of registration and badging processes, working with finance and delegate sales teams to register attendees

 

Budget Management: Managing operational budgets

  • Prepare, manage, and monitor operational event budgets, keeping costs firmly under control.
  • Strong negotiating skills, helping achieve profit targets through cost savings.

 

Relationship Management: Managing good internal and external relationships accordingly

  • 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.

 

Qualifications, Experience & Skills:

Key requirements for the role

  • Experience (5 years minimum) in international B2B conferences and exhibitions.  Experience of working in challenging global locations is advantageous.
  • Additional Languages are advantageous, specifically Mandarin and Portuguese
  • First Aid Knowledge / training is desirable.
  • Detailed knowledge of small to large scale operations and Health & Safety best practice. Ideally with IOSH Certification.
  • 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.
  • Open to international travel to countries in Asia, Africa, Europe, 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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