(Senior) Event Director - Contract

We're seeking a (Senior) Event Director based in Frankfurt (or within commuting distance) to lead the planning, execution, and management of a Confex event and event team. You will be accountable and responsible for overseeing all aspects of the event, including event production, team management, vendor management, and the event budget.

This is a 4 month contract role - Jan 25 to Apr 25.

Responsibilities:

Project Management:

• Implement, evaluate and update a detailed Event Project Plan (template to be provided) of all aspects - logistics, operations, production, to ensure successful event planning and execution.
• Create and manage a communication plan pre-event and onsite to include major updates to the program to all vendors and agencies. This includes email, slack, document filing systems, site visit plans, show guides, readiness audit presentations, and know before you go emails.
• Track tasks, key milestones, and deadlines.
• Develop and oversee resources to ensure milestones are met as agreed upon.
• Manage and streamline communication, interactions, and processes with internal departments and services to ensure the successful execution of the event.
• Change management, tracking, and communication to other workstreams and agencies.
• Identify brand moments, photo opportunities, and other elements.
• Acquire all necessary special event permits from any authority having jurisdiction, including COI’s from vendors and agency partners as required by the venue.
• Oversee Venue Management (managed by Logistics & Operations Manager).
• Onsite event management for install, event live day/s, and dismantle. Plan and execute site visits, including agenda creation, staffing, transportation, F&B, etc. as requested by client and within the budget provided.
• Lead start-of-day team briefing & end-of-day team de-briefing.
• Oversee: Staffing (managed by Logistics & Operations Manager).
• Oversee: F&B Management (managed by Logistics & Operations Manager).
• Oversee: H&S and Security Management (managed by Logistics & Operations Manager).
• Oversee: Transport & Storage (managed by Logistics & Operations Manager).
• Oversee: Production (managed by Production Manager).
• Oversee: Registration (managed by Logistics & Operations Manager & Registration Executive).
• Oversee: Sponsorship Deliverables.
• Oversee: Special Programs.
• Lead the event execution team and support staff.

Team Management:

• Delegate tasks, provide guidance, and ensure that all team members are working effectively and efficiently.
• Responsible for supporting and/or managing team collaboration tools and/or technology (ex: external Slack channels, file sharing, etc) and creating event supportive materials (ex: executive alignment decks, KBYG (know before you go) docs, pre-event playbooks, post-event briefs, etc. based on tools provided – training will be provided).

Client Relationship:

• Schedule and manage weekly meetings with the client and client’s vendors, including agenda and meeting management.
• At weekly client meetings, share project timeline, updates, pending deadlines, and highlight any risks.
• Collaborate with and manage any approved agencies and/or contractors. Manage meetings with external agencies and/or venues to communicate planning updates concerning the project timeline.
• Identify, negotiate with, and manage vendors.
• Ensure all vendor services meet the required standards and deadlines.
• Be responsible for managing the city’s specific budget and communicate regularly with MOI on the status of the budgets. (Budget templates to be provided).
• Manage the event budget, ensuring that all events are executed within financial constraints.

Vendor Coordination:

• Collaborate with and manage any approved agencies and/or contractors. Manage meetings with external agencies and/or venues to communicate planning updates concerning the project timeline.
• Identify, negotiate with, and manage vendors.
• Ensure all vendor services meet the required standards and deadlines.

Budget Management:

• Manage the food and beverage budget, including estimated and actual guarantees.
• Track expenses and provide detailed financial reports.
• Provide post-event budget reconciliation, highlighting any cost savings achieved.
• Oversee all logistical aspects of events, including venue selection, transportation, accommodation, and on-site management.
• Ensure that events run smoothly and troubleshoot any issues that arise.
• Ensure the event brand guidelines are adhered to at all times, by all team members and vendors.
• Conduct post-event evaluations to assess success, gather feedback, and identify areas for improvement.
• Prepare comprehensive reports and make recommendations for future events.

Logistics and Operations:

• Oversee all logistical aspects of the event, including venue selection, transportation, accommodation, and on-site management.
• Ensure that events run smoothly and troubleshoot any issues that arise.

Event Brand:

• Ensure the event brand guidelines are adhered to at all times, by all team members and vendors.

Post-Event Evaluation:

• Conduct post-event evaluations to assess success, gather feedback, and identify areas for improvement.
• Prepare comprehensive reports and make recommendations for future events.

Requirements:

• 10+ years of experience with proven experience at leadership/management level.
• Direct experience of leading and managing multi-layered/complex event experience strategies.
• Demonstrated leadership abilities, including team management and collaboration, across either direct report, cross-agency departments/practices, and onsite vendor staff/crew.
• Excellent organizational and time management skills, with the ability to manage multiple projects simultaneously and prioritize tasks and meet tight deadlines.
• A keen eye for detail, creative thinker, and problem-solver abilities to handle unexpected situations and find innovative event solutions.
• Excellent interpersonal and communication skills to liaise, communicate with clients and vendors.
• Strong teamwork and collaboration skills.
• Ability to work in a fast-paced, dynamic environment.
• Confident and charismatic public speaker.
• Strategic thinker to be able to advise and optimise our clients' event experience throughout the campaign lifecycle.
• Familiarity with event industry trends, best practices, and emerging technologies/experience within Event Marketing to influence/inform the team and the Event Practice.
• Proficiency in event management software & platforms, project management tools, and Microsoft Suite.
• Flexibility to work irregular hours, including evenings and weekends, to oversee events.

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

About MOI:

MOI is the world’s leading global multi-specialist B2B agency, with offices in London, New York, Seattle, Dubai, Singapore, Munich, and Sydney.

As Best Agency of the Year (B2B Marketing Awards 2022) and Best Company to Work For (Best Companies), we’re committed to redefining the business of creativity as the catalyst for B2B growth. Why? Because we believe B2B experiences can be so much better.

We embrace different and deliver on our vision through our proprietary approach to strategy-informed creative thinking. Our Turning Heads methodology combines the best of strategic consulting, creative thinking, media, technology, and sales expertise. This enables us to develop intelligent, head-turning solutions which create change and empower our clients to differentiate, transform, and grow.

Some of the world's largest tech organisations trust us to turn the heads that count, including Adobe, Ciena, Dropbox, Facebook, AWS, Google Cloud, Oracle, ServiceNow, and Proofpoint.