Conference Operations Manager
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Salary Not Disclosed
1 Vacancy
Job Description
Work within ahighly dynamic businesswiththe energy and style of a startup
Be part ofbuilding a businessthat islaunching new products and eventsat scale
Grab an opportunity to accelerate your career and make a real impact.
The team is looking for an Operations ManagerConferences who will be responsible for the professional operational delivery of their allocated conferences and events.
In this role you will manage all operational aspects of events ensuring smooth logistics effective communication and outstanding attendee experiences. This role will require exceptional project management skills and the ability to work collaboratively with internal teams clients and external partners.
The Operations ManagerConferences along with the Head of Conference Operations will be responsible for implementing the Operations Department objectives together.
Operational Duties
- Event Planning & Coordination:
- Lead the operational planning and delivery of allocated conferences exhibitions and shows from inception to completion.
- Oversee all logistical elements including venue selection supplier management audiovisual event permits signage registration catering and speaker logistics.
- Ensure smooth of all logistics and operations during the event.
- Budget Management:
- Budget Creation & Forecasting: Develop a comprehensive event budget for each allocated conference or event considering all potential expenses (venue catering AV equipment travel staffing etc.. Work closely with senior management and the event planning team to forecast event costs
- Cost Tracking & Monitoring: Regularly track and monitor expenses to ensure they stay within the allocated budget. Maintain accurate and uptodate records of all financial transactions and vendor agreements.
- Cost Control & Risk Management: Identify and implement strategies to mitigate financial risks ensuring that the event stays within the allocated budget.
- Vendor & Supplier Management:
- Establish and maintain strong relationships with venues suppliers and service providers ensuring highquality service delivery
- Implementation of internal and external Service Level Agreements on all allocated events.
- In collaboration with the Procurement team monitor the ongoing performance of key contractors and troubleshoot/identify remedial action as required on each event.
- Event Permit Compliance: Oversee compliance with local regulations by working closely with legal teams local authorities and event stakeholders to obtain necessary permits and ensure compliance during the conferences planning and .
- AV & Staging Management: Work with the AV & staging team to plan and organize the design and layout of the events stage(s) ensuring that it meets all technical requirements and aligns with the conferences theme and branding.
- Floorplan Management:
- Along with the Floorplan Manager develop and manage the floorplan layout for the event coordinating the placement of stages exhibitor booths registration areas catering and other critical event components.
- Ensure that the floorplan maximizes the flow of attendees minimizes congestion and aligns with the overall event design and goals.
- Speaker Logistics Management: Oversee speaker logistics aspects and ensure that travel & accommodation are organized efficiently.
- Stakeholder Communication: Throughout the event cycle act as the primary point of contact for internal teams clients and event stakeholders.
- Sustainability: Integrate sustainable practices into the planning and postevent stages to minimize environmental impact and support social and economic sustainability.
- PostEvent Evaluation: Lead postevent evaluations preparing comprehensive reports that include operational insights participant feedback and improvement recommendations.
- Compliance / Legal / Health & Safety
- Ensure that the event adheres to all business and legal compliance
- Oversee contractual agreements with vendors suppliers and service providers ensuring that all parties adhere to the terms and conditions timelines and agreed deliverables.
- Ensure compliance with the Health Safety and Security Operating Model in planning & of the event
- Collaborate with Informa H&S team to ensure suppliers meet and exceed our H&S requirements.
- Registration: Ensure that the registration process is seamless. Collaborate with marketing and sales to meet the events needs. Manage the overall setup of the registration area.
- Team Management:
- Lead and manage the conference operations team ensuring that roles and responsibilities are clearly defined and tasks are completed on time.
- Provide training and guidance to team members ensuring they understand operational processes and the events specific needs.
- Manage mentor & develop line reports
- Setting monitoring and managing direct reports performance objectives and identifying training needs.
- Work with colleagues to achieve best practice in operational planning and management.
Qualifications :
Qualities needed for the role
- Must have independently and successfully managed operations on conferences and exhibitions to a consistently high standard.
- Ability to anticipate problems and/or put contingency plans in place
- Excellent interpersonal skills and the ability to inspire and motivate others.
- Great communication skills being able to liaise with all Operations team members as well as working with Event Director level within event teams
Skills required
- You will possess a good working knowledge of the conference and exhibition industry & venues as well as a strong existing network of highquality suppliers to the events industry
- Must have independently managed conference operations
- Technical Understanding: Advanced understanding of AV equipment staging design and production.
- Knowledge of Health & Safety Regulations: Familiarity with local health and safety laws and regulations that apply to events including fire safety crowd control and public health protocols.
- A proven ability to work to tight deadlines with attention to detail under pressure on multiple shows at once is a prerequisite.
- Computer literate and proficient in the use of commonly used business software
- Effective verbal and written English communication skills
Desired
- Previous experience with Professional Congress Organizers
- Experience in successful delivery of gala dinners and awards
- Experience of managing supporting & developing individuals and/or line reports
- Experience with digital event platforms and thirdparty streaming suppliers
- IOSH Managing Safety Certificate
- Additional Languages; preferably Arabic
Additional Information :
What you will get
Core Benefits:
- Medical Insurance for individual and family
- Annual leave 25 days
- Remote working on Sundays
- Working anywhere 1 month every year
- School fees contribution 40000 SAR per child per year (up to a max of three children)
- Wellbeing Benefits
- Family visa costs (up to a max of three children)
- Individual annual flight allowance for expats
International Relocation Package*:
- Paid flight to Riyadh individual and family
- 60 days accommodation or suitable serviced apartment from your arrival date or a oneoff payment of SAR 5000
- Up to SAR 2500 reimbursement of shipping goods/excess baggage costs
- Paid flight home for individual and end of service gratuity payment when leaving the company (if applicable)
Local Relocation Package*:
- Paid flight to Riyadh individual and family
- 30 days accommodation or suitable serviced apartment from arrival date or a oneoff payment of SAR 5000
- Up to SAR 2500 reimbursement of shipping goods/excess baggage costs
*If eligible
We work hard to make sure life at Tahaluf is rewarding supportive and enjoyable for everyone. Were not solely focused on a checklist of skills. We champion energy and ambition and look for colleagues who will roll their sleeves up join in and help make things happen. We dont just accept difference we celebrate it. We welcome applicants from all backgrounds and circumstances and base hiring decisions on relevant qualifications and merit. We are proud to provide a disabilityfriendly environment. If you require any support or adjustments to participate in our interview or selection processes please let us know.
Remote Work :
No
Employment Type :
Fulltime
Employment Type
Full-time
