Junior Events Operations Manager

The Operations department is the heart and soul of the business that delivers excellent in-house and external customer service with innovative product delivery and experience, through cutting edge technology and on-site delivery. We work in a fast-paced industry where long hours and working over weekends is sometimes required.

The operations department has evolved over the last two years, and we are now delivering our events in-person, hybrid and digitally. The candidate we are looking for must have in-person and digital event experience and be able to work across both areas. Floorplan management and knowledge is a plus.

An Junior Events Operations Manager is responsible to assist with all pre-event, post-event and on-site logistics as well as administration of an event. In addition to this, the Junior Events Operations Manager is responsible for the exhibitor and sponsorship fulfilment as well as ensuring their needs are met based on the contract specifications. They execute events while ensuring that all logistics requirements are carried out according to the event plans. He/she manages the event plans and works closely with other departments to ensure that all operational requirements of the events are fulfilled.

In person event requirements:

NB: most of the below requirements will be in con junction with the Head: Client Experience + Operations (Energy, Mobility and Retail) Manager

 Project management

  • Responsible for following up on operations briefs from event managers in order to deliver the event.
  • Support in the quotes process and costings to feed into the live event budget.
  • Attend meetings with internal project team members to update and communicate operations milestones, challenges and deadlines to add to the event platform.
  • Along with the operations team, draft a strategy to achieve the key objectives of the event.
  • Support the team in going green initiatives as well as a CSI initiative and roll out for the South African Live Events.
  • Attend 2 external events per year locally for inspiration and present concepts to the team or by researching fresh ideas to improve product and service delivery.
  • Involvement in the planning stages including innovation and profitability ideas around the event.
  • Internal customer service and support which includes supporting the Snr Ops Manager with all client services and client related queries.
  • Understanding all requirements pertaining to the event by understanding the event brief eg. AV, Interpretation, stand fitting, carpet, electrics, feature areas, furniture hire, security, traffic, venue liaison, staffing, cleaning, registration, signage, catering etc.
  • Remain up to date with all health and safety requirements per venue/per event.
  • Developing a thorough understanding of health & safety principles and ensuring all parties comply.
  • Assist with event application documentation and ensuring the correct sign off these documents as well as the submission of these documents within the deadline period.
  • Brief and own signage and feature areas on smaller scale events and assist with ideas and support on bigger scale events.
  • Support on venue contractual agreements and negotiations as well as assist in venue schedules for the live element of the event.
  • Draft and support on schedules for contractors eg. Medics, security etc

Client service and support

  • Bi-weekly sales meetings on deliverables of the client alongside sales team, 3 months out of the event) and weekly meetings one month out of the event.
  • Draw up, manage and implement the client fulfilment list and manage the tracking of deliverables an inputs across the teams.
  • Draw up and manage the communications plan along with the marketing and registration team. This includes setting up key datelines and key touch points with clients.
  • Manage and communicate deadlines with all clients on services, outstanding operational requirements that is generally required.
  • Exhibitor Briefing: manage all the admin tasks for the briefing ie. Sourcing a venue, AV, catering.
  • Issuing of visa letters including the application at Home Affairs approving the event in South Africa.
  • Ensuring all written documentation for exhibitors, visitors, delegates and contractors are kept up to date with the necessary changes e.g. changes in legislation, changes to venue rules or show requirements.

Site visits

  • Support the conference team with the logistics around site visits.
  • Quotes and bookings of restaurants, buses and lunch packs.
  • Compile a milestone document on key deadlines.
  • Map out a route with all GPS requirements for the transport companies.
  • Compiling packs for on the day of the site visit which contains itinerary and indemnity forms.
  • Staff briefing on all sites and what is expected of them.
  • Support the registration team on the registration lists.
  • Keep track of the costs and draw up a separate site visit budget to manage this, ensuring we always come in at budget. 

Supplier management and engagement

  • Validate and secure preferred suppliers for the event. Each event may require a different look and feel and might need different suppliers.
  • Create a milestone document on touch points with suppliers and communications both internally and for clients to ensure communication is effective.
  • Introduction of key suppliers to clients.
  • Manage the SLA agreements and review timelines prior to the event and post event.
  • Ensure commission deadlines are met with regards to pay outs to the business (support the finance team where needed).
  • Developing and maintaining key supplier, contractor and venue working relationships.
  • Regular contact with the hotels on their occupancy levels where applicable.
  • Renegotiate with hotels extension of room block cut-off dates 2 weeks prior to room block cut-off date where applicable.
  • Set up a pre-event meeting with all key stakeholders to ensure smooth delivery of the event.

Pre-event travel (on-site team)

  • Planning and booking all internal teams travel relating to the delivery of the events.
  • Compiling of the travel packs, this includes documents such as:
  • Flight E-Ticket,
  • Hotel confirmation and contact person,
  • Car rental Voucher,
  • Transfer company and contact person – number.
  • Arranging all employees travel per diems together with the Event Managers.
  • Assist employees with visas where appropriate.
  • Compiling and distributing employees’ manual with relevant travel and event information timeously.
  • Maintain library of employee’s details for travel (ie. Updated passports, id docs etc.).
  • Compile a mini on-site travel budget for all requirements listed above.

On-site logistics

  • Manage and oversee setup and build-up of the exhibitor desk prior to the event.
  • Supporting on breakdown of the event.
  • Managing all onsite services ie. Orders placed before the event is live as well as orders placed on site at the service desk.
  • Managing queries at the service desk alongside the official contractor by logging queries and managing delivery of them.
  • Managing the porter service on site.
  • Organise freighting and transport of goods to and from an event.
  • Contractor management and check ins – set up debriefs in the evenings for contractors.
  • Support on briefings for external staff.
  • Ensure all subsistence is delivered to staff rooms as per schedules or that staff lunches are managed

Post-event management

  • Involvement in post-show analysis and reporting which includes acquiring information from exhibitors and sponsors.
  • Reviewing achievements and processes and making recommendations for future improvements ie. Compiling a de-brief report.
  • Ensuring all post event invoices are collected alongside the Snr operations manager to close off budgets.
  • Report back on any incidents at the organisers desk that needs to be addressed by management post show.
  • Inventory or stock report on what can be re used for the following year.
  • Assist operations manager on getting in all outstanding invoices to close off budgets.

Financial/Admin

  • Raising POs for all event invoices.
  • Ensure that all suppliers are paid pre and post event by creating a payment schedule and checking in with the finance manager.
  • Draw up a forecast on expected payments bi-weekly and assist event managers where needed

Key objectives, expectations and performance indicators

  • Understand the principles of floor plan design, to include venue rules and health and safety parameters, and ensure these are incorporated.
  • To ensure sound Health and Safety practice is maintained both on site at the exhibition and in the office environment.
  • Responsibility for the accuracy of the fulfilment list at all stages including the management of floorplan accuracy vs the fulfilment list.
  • To ensure that the events runs according to an international standards with professionalism.
  • Trying to always maintain costs within budget.
  • To develop the ‘look’ of the exhibition and improve the comfort of the surroundings for visitors and exhibitors.
  • To maintain good levels of communication between exhibitors, contractors, the team and the venue management.
  • Travel to the event prior to build up and after breaking down to ensure handover of venues are in order (first one on site and last to leave).
  • Replying to clients within 24 – 48 hours turnaround time.
  • Flexible regarding exhibition management and operations.
  • To ensure there is an operations representative present to help on all operations during company business hour

General

  • Attending relevant training as required, including health & safety training.
  • Assisting with any ad hoc tasks as required (event related).
  • Assist with packing prior to events.
  • Ensure the storeroom, along with the other team members, ensure that inventory is kept up to date and the storeroom is kept tidy at all times.
  • Manage the ‘’suitcase’’ allocation and sign out process for live events

Digital/Hybrid event requirements

  • Working experience using various online platforms such as:
  • GoToWebinar
  • Streamyard
  • Swapcard
  • Hopin
  • Zoom
  • Teams
  • YouTube
  • Coordinate and manage event day production including rehearsing presenters where required, troubleshooting IT, and managing break out rooms and virtual waiting rooms.
  • Provide speaker and facilitator support and coordination including organising event rehearsals and troubleshooting IT issues.
  • Proactively manage timelines for event deliverables which may include advertising and marketing materials, social media posts, and backend setup of events on Zoom or other preferred digital platform.
  • Gather technical requirements and conduct pre-event testing and configuration on digital platforms.
  • Review and consolidate virtual event content (i.e. PowerPoint presentations) provided by facilitator(s) and speakers.
  • Prepare and distribute any necessary materials for each event.
  • Attend regular status calls for event planning and coordination.
  • Identify, test, and implement technologies that will augment the event experience and maximize guest participation.
  • Experience managing live event production.
  • Advanced knowledge and experience with online platforms.
  • Advanced knowledge and experience with lighting, audio, video, and technical direction of live virtual events.
  • Strong organisational skills and the ability to work under tight deadlines, multitask, and prioritise responsibilities.
  • Ability to self-start and work independently under own direction and initiative.
  • A passion for events and comfort working under tight deadlines.
  • Exceptional self-starter, strong initiative, and attention to detail.
  • Solid problem solving and time management skills
  • Ability to stay calm under pressure.
  • Knowledgeable of up-to-date virtual event technologies, industry trends, and competition.
  • Attention to detail.
  • Excellent interpersonal skills and communication (written and verbal) with the ability to effectively communicate to a wide audience.
  • Knowledgeable of various social media platforms

Candidate Requirement

  • Experience in the conference and exhibition industry would be an advantage.
  • Able to travel.
  • Organised and methodical.
  • Strong social and communication skills.
  • Able to deal with a broad range of people.
  • Self-motivated and able to take responsibility.
  • Keen to embrace and learn to use new technology and IT systems.
  • Able to work within a team.
  • Adaptable.
  • Problem solver.
  • Good attention to detail.
  • Able to manage time effectively.
  • Work calmly under pressure.
  • Prepared to work additional hours and weekends in the lead up to events.

 Remuneration:  R20,000.00 to R24,000.00 gross depending on experience.

Job Category: Events Operations
Job Type: Full Time
Job Location: Cape Town

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