Operations Manager - Exhibitions and Conferences

Operations Manager - Exhibitions and Conferences

Working closely with the wider operations and event teams, you will be responsible for the organisation and management of multiple exhibition and conference projects within the energy portfolio at dmg events, from conception through to completion.

Working with internal and external stakeholders and suppliers to deliver operational excellence, on time and within budget and with a good ROI.

KEY ACCOUNTABILITIES:

1. Project Management
   • Plan and execute successfully all operational and logistical elements for conferences and exhibitions in consultation with the Snr Ops Manager/Ops Director, Event Director / Conference Producers, Marketing and Sales team.
   • Effectively work on the technical elements of the events, projects which may include security, HSS, 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.
   • Successfully work with various technology platforms such as Monday.com, Smartsheet, Excel to input & maintain a project timeline for your allocated events with the Senior Operations Manager, clearly outlining key milestones and tasks.
   • Assist your team for the allocated events with the production of Exhibitor Manuals and Information sheets.
   • Co-ordinating onsite freight, traffic and security requirements.
   • Manage adhoc projects, e.g., Evening Functions or Press Briefings- source venues, negotiate entertainment, AV & Lighting, F&B, etc.
   • Agree any event sponsorship sales opportunities / obtain quotes, then implement any sponsor/exhibitor agreements relating to the exhibition and liaise directly with the sales team on fulfilment.
   • Objectively analyse & evaluate the operational delivery for conferences post show and support implementing recommended operational efficiencies on future events.
   • File all relevant documentation on the shared drive.
   • Assist the wider operations team with tasks where needed outside of your allocation.
2. Exhibition Creativity
   • Ensure clear briefs are received from the Event team for features and signage.
   • Work with a range of suppliers, using own creative skills to deliver cost effective but stand out features.
   • Work with the Event team to ensure we have the up-to-date branding guidelines, prepare a signage plan.
3. Finance
   • Manage the Operational sections of the event budgets, adhering to forecasting timelines and ensuring quotes are up to date.
   • Ensure all Quotes and POs are closed by the team within 1 week of the event closing.
   • Prepare, manage, and monitor operational event budgets, keeping costs firmly under control.
   • Help keep costs firmly under control to help achieve the events profit targets.
   • Obtain multiple quotes and negotiate costs for services where required.
4. Health & Safety
   • Ensure Health & Safety best practices are followed and monitored throughout the planning cycle and onsite.
   • 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.
5. Relationship Management & Industry knowledge
   • Create a positive and professional environment to work in.
   • Communicate effectively with all team members, stakeholders, suppliers, venues etc. to build and maintain excellent working relationships.
   • 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.
   • Build and maintain a database of event related ideas.
   • Stay on top of industry trends in events, conferences and available technology to support.
   • Attend relevant training as required.
6. Communication
   • Ensure professional and first-class communications both internally and externally.
   • Attend team meetings and supplier planning meetings.
   • Brief the internal team on the event logistics pre-show as part of the operational planning.
   • Respond quickly and calmly to requests from suppliers, and team members.
7. People Management
   • Depending on role, direct line management of an Operations Supervisor.
   • Weekly 1-2-1s to manage workload and understand activity and progress.
   • Annual reviews as part of look back/look forward; setting KPIs and development plans.

QUALIFICATIONS, EXPERIENCE, & SKILLS:

Key requirements for the role:

• Min 4 years experience in exhibitions.
• Able and willing to travel to countries in MENA regions.
• Written and spoken Arabic & English to a professional level.
• Pro-active and able to take responsibility.
• Detailed knowledge of small to large scale operations and Health & Safety best practice.
• Sound commercial awareness management of budgets for events and keeping within the budget set.
• Strong negotiating and contract management skills.
• Ability to network and liaise with senior people/trade bodies, associations and diverse cultures.
• Ability to work calmly under pressure in a busy, fast-paced, and agile environment.
• Good team player: able to work well in a team.
• Organised and methodical, with high attention to detail.
• Good at multitasking and working on different events/projects at the same time.
• Good communication skills: can communicate clearly and concisely with different communities and groups.
• Knowledge of MS Office Suite, including: MS Word, PowerPoint, Outlook, and Excel.
• Budget experience: inputting into event budgets, keeping within the set budget/recent forecast, cost saving/negotiations and/or ensuring the event's profitability.
• Knowledge of project management software: Monday.com and/or Smartsheet.
• Previous people management experience, understanding of managing a direct report.
• Additional Languages are advantageous, but not essential.
• IOSH certificate.
• Knowledge and experience with AutoCAD is helpful.