Job Description
JOB PURPOSE:
Responsible for project managing and strategically leading on the delivery and development of conferences and functions for allocated events organized by dmg UK Energy Events, including its flagship event Gastech and the LNG portfolio. Developing consistency and best practice across all UK Energy Events. You will be required to both oversee and guide junior team members responsible for these areas and where required, physically lead and deliver. Management of senior stakeholders both internally and externally will be critical in the delivery of this role.
KEY ACCOUNTABILITIES:
Project Management
• To effectively understand and communicate the operational strategy for conference and function components across the UK Energy Events division
• To lead, deliver and project manage where required high profile events including the Gastech Gala Dinner
• Working closely with internal stakeholders on the fulfilment requirements for high profile functions including the event delivery and sponsorship coordination
• To have a full and broad understanding of all deliverables for high profile functions like the Gastech Gala Dinner to be able to present and communicate choices to the internal senior leadership team
• Plan and execute successfully all operational and logistical elements for allocated conferences and functions in collaboration with the wider Operations Team, Event Director / Conference Producers and Sales team.
• Brief and tender for conference elements and function including stage designs and technical riders
• Excellent working knowledge of technical elements of the conference, with a focus on AV, rigging etc.
• Work closely with production and speaker management on conference technical requirements
• Prepare, manage, and monitor operational event budgets, keeping costs firmly under control.
• Apply strong negotiating skills, helping to achieve profit targets through cost savings.
• Working with the Operations Directors conduct feasibility studies regarding the operational requirements and draft budgets for current events and new features/ launches.
• Source venues and suppliers relating to conference and function delivery
• Conduct site visits and ensure venues are fit for purpose.
• Strategically develop event floorplans with the team, taking into consideration the overall event flow and layout
• Confidently work through challenges faced in specific event locations. Adapting, developing and implementing best practice
• Investigate problems and create imaginative and practical solutions using operational expertise.
• Agree any event sponsorship sales opportunities / obtain quotes, then implement any sponsor/exhibitor agreements and liaise directly with the client on fulfilment, providing great customer service care.
• Procurement management: selecting and appointing suppliers through conducting full tender processes; obtaining quotes, negotiating favourable rates and terms, creating Service Level Agreements, in consultation with Operations Director.
• Identifies opportunities (for our clients) and actively seeks to improve the attendee experience and capitalise on branding opportunities, resulting in new revenue opportunities.
• Manage AV, speaker management and content providers onsite
• Complete onsite fulfilment of conference elements and assigned functions
• Analyse event operations post shows and prepare and implement recommendations for improving operational efficiencies on future events.
People Management
• Managing operations team members; recruiting, selecting, training and ensuring personal development of all reporting lines
• Agrees objectives and conducts annual appraisal of direct report(s) and supports with all reporting lines
• Liaises as necessary with show teams and Operations Directors, ensuring event objectives are being met by the team
• Actively supports junior members within the team through mentoring and sharing of knowledge
• Managing upwards with senior internal stakeholders by providing regular updates and presentations on progress
Communication
• Creates an immediate, positive and professional impression on colleagues and external suppliers which is vital for the development of the business
• Externally - Builds and maintains excellent working relationships with external providers including (but not exclusively) venues, all types of service suppliers and A/V providers
• Internally – Interacts effectively with fellow team members, other departments and relevant DMG global network to gain and effectively apply internal knowledge.
• Present to the wider team internally, and to venues and suppliers, the updates of the events throughout the event cycle.
• Always ensure first class customer communications (sponsor and exhibitor). Managing scheduled communication to go out at key stages of the event process regarding all logistical details.
• Leads on and ensures operational processes and platforms, such as show cycle timelines, briefing documents, planning schedules, manuals etc, are in place and implemented by the team
• Confidently communicates with senior stakeholders with the necessary professionalism and information
Health & Safety
• Ensure Health & Safety best practices are followed and monitored throughout the planning cycle and onsite (e.g. g-Guide minimum standard).
• Complete Health & Safety documentation, putting together Health & Safety folders for all events, including; Risk Assessments, Fire Risk Assessments, Emergency Evacuation Plans, Major Incident Plans, etc…
• Supports Operations Director with wider team collaborations and initiatives
QUALIFICATIONS, EXPERIENCE, & SKILLS:
• Experience (8 years minimum) in large international B2B conferences and exhibitions.
• Experience managing and developing multiple junior team members
• Minimum IOSH Certification
• Project management qualification / training is desirable
• First Aid Knowledge / training is desirable
• Detailed knowledge of small to large scale operations and Health & Safety best practice.
• Strong negotiating and contract management skills.
• Project Management; ability to oversee/manage multiple products.
• Sound commercial awareness – management of budgets for events and keeping within the budget set.
• Ability to network and liaise with senior people/trade bodies, associations and diverse cultures.
• Ability to work under pressure and to deadlines.
Personal Attributes
• Customer Focused – put the customer at the heart of everything we do
• Harding working - Strong work ethic representing our industry leading brands
• Studious - Desire to learn and embrace best practice within your discipline
• Respectful – demonstrate consistency and reliability in all areas
• Collaborative – display open communication and innovation
• Proactive – take initiative on opportunities and test your ideas
• Efficient – display excellent time management and prioritisation
• Effective – focusing on the right things at the right time to deliver the best results
dmg events is an equal opportunity employer. If you have not had feedback from us within 14 days, please consider your application as unsuccessful for this round.