Exhibition Manager (Contract)

Contract Role: January 2025 - April 2025

The Exhibition Manager will be responsible for the planning, management, and execution of the exhibition components of the event. This individual will oversee and coordinate all aspects of the exhibition, ensuring consistency in quality, branding, and operational efficiency. The Exhibition Manager will report directly to the Senior Event Director, and indirectly to the Exhibition Director, driving excellence in the execution across the ‘Hub’ space, from the brand experience brought to life, content spaces, partner/sponsor booths, experiential demos, and hospitality spaces, ensuring alignment with the overarching goals of the campaign.

Reporting To: Senior Event Director and Exhibition Director, EMEA

Direct Reports: Exhibition Executive

Key Responsibilities:

Exhibition Planning and Coordination:

• Implement the strategic vision set for the exhibition components of the event.
• Collaborate closely with the Exhibition Director to achieve the exhibition objectives.
• Oversee the development and planning of the exhibition, in line with the pre-defined design whilst contributing regional knowledge and expertise.
• Develop and manage all project documentation including the exhibition timeline, ensuring all phases of work are executed on schedule.
• Ensure seamless execution, from initial planning through to on-site management and post-event analysis.

Onsite Management:

• Lead the logistical planning and on-site management for all exhibition elements, such as exhibition booths, technical installations, visitor flow, and branded materials, ensuring all are in place and functioning according to pre-determined designs.
• Coordinate international and local shipping, customs clearance, transportation, storage, and installation of all exhibition materials and equipment.
• Resolve any on-site issues or challenges swiftly and effectively, ensuring minimal disruption to the event.

Risk Management & Contingency Planning:

• Ensure compliance with all local health and safety regulations and venue-specific requirements.
• Oversee insurance, security, and risk management protocols, ensuring all exhibitions adhere to company standards.

Team Leadership & Collaboration:

• Lead, mentor, and manage the Exhibition Executive.
• Attend and engage in regular communications with Exhibition Director and Senior Event Director to ensure consistency and best practices are applied across the event.
• Maintain clear communication with the central project team, providing regular updates on progress, issues, and event performance.
• Lead and work closely with internal teams to execute exhibition plans, including sales, design, operations, and registration, to ensure all exhibition components, including booth layouts, branding, signage, and visitor experience, meet the highest standards.
• Provide on-the-ground leadership during the event, troubleshooting any operational issues in real-time.

Key Stakeholder Management:

• Serve as the primary point of contact for exhibition, ensuring needs and expectations of key stakeholders are met.
• Develop and maintain strong relationships with preferred partners (MOI & Client), providing them with necessary support and ensuring their successful participation.
• Provide regular updates to stakeholders, addressing any issues and ensuring client satisfaction.
• Manage stakeholder expectations on-site, ensuring any last-minute technical adjustments or requests are handled professionally and promptly.

Vendor & Stakeholder Coordination:

• Serve as the primary on-site point of contact for local vendors, suppliers, and contractors, ensuring all service agreements are fulfilled.
• Oversee and direct local exhibition teams during exhibition setup, installation, and breakdown to ensure smooth operations, including technical crews, installation staff, and external vendors.
• Negotiate contracts and manage relationships with external vendors, including logistics providers, installation crews, and equipment suppliers.

Budget & Financial Management:

• Prepare and manage exhibition budgets, tracking all expenses and ensuring projects stay within financial constraints.
• Monitor financial performance, report on budget variances, and implement corrective actions as necessary, including operational expenses on-site.
• Ensure cost-effective execution by managing local logistics efficiently and mitigating unexpected costs. Identify and drive cost-saving initiatives without compromising the attendee experience or event quality.

Post-Event Analysis & Reporting:

• Lead post-exhibition evaluations, compiling feedback from exhibitors, attendees, and team members.
• Analyse performance metrics such as financial performance, attendee satisfaction, and exhibitor success.
• Prepare post-event reports for the Exhibition Director, highlighting successes, challenges, and recommendations for improvement.

Requirements:

Experience:

• Minimum of 5+ years’ experience in managing large-scale exhibitions, roadshows, or events, preferably in the tech sector or within a global context.
• Proven track record of successfully managing exhibitions within the EMEA region.
• Familiarity with exhibition design, logistics, and production processes.
• Experience managing international logistics and on-site event delivery.
• Knowledge of international shipping, customs, and logistical processes.
• Familiarity with AV and technical equipment typically used in tech exhibitions.
• Familiarity with health, safety, and legal requirements related to global exhibitions and events.

Skills:

• Excellent project management skills, with the ability to multi-task and meet tight deadlines.
• Outstanding interpersonal and communication skills, with the ability to collaborate effectively with diverse teams and stakeholders. Able to maintain clear, concise updates with remote teams.
• Strong financial acumen, with experience in budget management and cost control.
• Strong problem-solving abilities and attention to detail with the ability to remain calm under pressure.
• Proficiency with project management software and tools (e.g., Asana, Microsoft Project, Trello).

Additional Requirements:

• Flexibility to work long hours, including weekends and holidays, depending on the roadshow schedule and during peak event periods.
• Ability to work in a fast-paced environment with multiple deadlines.
• Ability to manage high-pressure environments and ensure the smooth running of events in diverse and sometimes unpredictable circumstances.
• Ability to work independently and with teams across different countries and time zones.

This role offers an exciting opportunity for an experienced Exhibition Manager to lead a dynamic and challenging event, delivering the highest experience and service level. The ideal candidate will be driven, service-focused with excellent project management capabilities, have leadership skills, and exceptional stakeholder management to ensure the success of the show.

This job description serves as a general overview of the role and its responsibilities and expectations may vary from time to time.