Operations Executive OpenRoom

WHO WE ARE:

At CloserStill we strive to deliver the best. Were on a mission to be the most dynamic B2B events and communities business in every market we serve bringing people together to learn connect and grow.

Operating across five regions we power over 200 market-leading events publications and brands across Business Technologies Healthcare Learning HR & Education and Future Transport & Infrastructure.

But what truly sets us apart is our people.

Our teams are diverse driven and united by a shared commitment to excellence. Rooted in our core values of ownership empathy teamwork integrity and determination we empower every employee to grow shape their own path and make a meaningful impact.

Joining CloserStill means being part of something bigger - not just building events but creating opportunities connections and lasting value for the communities we serve.

WHO WE ARE LOOKING FOR:

Were seeking a motivated and detail-oriented Operations Executive to join our growing team. This role is ideal for someone with 1 years of event experience who thrives in a fast-paced environment and enjoys creating seamless high-quality experiences for all involved. Youll be at the heart of event delivery - working across venues suppliers and internal teams to ensure every detail runs smoothly from planning through to onsite execution. The role combines logistics management supplier liaison AV and content coordination and onsite operations leadership. Strong communication skills excellent organization and a proactive solutions-driven approach are key to success in this role.

THE ROLE:

Event Operations

Act as the main liaison with venue teams pre-show onsite and post-event.

Coordinate supplier relationships including AV entertainment catering and transport providers.

Manage menu selections branding placements and signage requirements.

Oversee all event logistics including room layouts accommodation transport and offsite dinners.

Audio Visual (AV) & Speaker Management

Serve as the main point of contact for AV coordination before and during each event.

Oversee PowerPoint presentations ensuring all speaker slides are received formatted and ready for use.

Liaise directly with speakers pre-show to collect bios session titles and presentation materials.

Conduct pre-event tech checks with the AV team and speakers to ensure they are confident and comfortable with the setup.

Manage slide transitions clickers timers and other AV requirements onsite.

Troubleshoot any last-minute AV or speaker issues to maintain a professional seamless delivery.

Collaborate with the team (where applicable) to align speaker logistics with the programme schedule.

Onsite Delivery

Be the lead onsite liaison for venue suppliers and AV team.

Oversee setup of meeting spaces branding and registration areas.

Support hosted buyer and suppliers experience by managing logistics queries and last-minute requests.

Ensure schedules transport and catering run on time and to standard.

Conduct onsite staff briefings and coordinate daily function sheets.

Capture photos and short videos during the event (e.g. branding networking sessions dinners) to share with the Marketing team especially when no dedicated photographer or content creator is onsite.

Finance & Administration

Assist in managing event budgets and tracking expenses against forecasts.

Process supplier payments with the finance team.

Maintain accurate records of supplier contracts and costs.

Process speaker payment or any refunds needed with the finance team.

Systems & Collaboration

Maintain shared documentation and event function sheets for full team visibility.

Participate in internal meetings to update progress share learnings and identify

ABOUT YOU:

Strong interpersonal and communication skills (both written and verbal).

Highly organised and able to manage multiple projects simultaneously.

Calm under pressure and confident dealing with suppliers speakers and senior stakeholders.

A proactive self-motivated problem solver with a can-do attitude.

Keen attention to detail with a focus on exceptional customer service.

Previous experience with AV coordination or event operations is highly desirable.

CloserStill Media reserves the right to request a DBS or credit check should the role require it.

DIVERSITY AND INCLUSION:

CloserStill Media embrace diversity in all its forms and are committed to continuing to develop a diverse and inclusive environment that encourages collaboration and innovation.

We are an equal opportunity employer. All applicants will be considered for employment based on merit without attention to age ethnicity religion or beliefs sexual orientation gender identity family or parental status or disability status.

We are committed to ensuring an inclusive and accessible recruitment process. If you require any reasonable adjustments at any stage dont hesitate to get in touch with our HR team at .