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Operations Manager – Large-Scale Conference
9 hours ago
Position: Operations Manager – Large-Scale Conference & ExhibitionContract Duration: February 2026 – March 2026Role PurposeThe Operations Manager supports the Project Lead in the planning and delivery of a large-scale conference and exhibition, with primary responsibility for event operations, speaker management, agency coordination, and spatial design delivery.This role acts as the central operational interface between the Project Lead, appointed event agency, designers, suppliers, and internal stakeholders. The Operations Manager ensures that all operational, design, and production elements—including RFP processes, floor plans, and exhibition layouts—are developed, approved, and delivered to the highest standards, on time and within budget.Key ResponsibilitiesEvent Operations & DeliverySupport the Project Lead in end-to-end operational delivery, from planning through onsite execution and post-event close-outDevelop and manage operational plans, production schedules, run-of-show documents, and onsite workflowsOversee venue operations including space planning, room layouts, build and breakdown, registration, catering, and onsite staffingCoordinate production elements including AV, staging, lighting, branding, and technical requirementsRFP Development & Agency ManagementLead the development, issuance, and management of RFPs for event agencies, production partners, and key suppliersManage the agency briefing process, evaluation of proposals, cost comparisons, and recommendation submissionsAct as the primary day-to-day liaison with appointed agencies, ensuring clear scopes, timelines, and deliverablesMonitor agency performance, manage change requests, and ensure alignment with project objectives and budgetsDesign, Floor Plans & Spatial ManagementManage all event design elements in collaboration with the Project Lead and agenciesOversee the creation, review, and approval of exhibition layouts, conference room plans, feature areas, and circulation flowsEnsure floor plans align with operational requirements, safety regulations, accessibility standards, and exhibitor needsCoordinate design integration across branding, signage, wayfinding, staging, and experiential zonesSpeaker Management & Programme SupportLead speaker operations in coordination with the Project Lead and content teamManage speaker communications, confirmations, biographies, presentations, travel, accommodation, and visasOversee green rooms, briefing schedules, and speaker movement onsite to ensure seamless session deliveryStakeholder, Supplier & Exhibitor CoordinationAct as the primary operational point of contact for suppliers, venue teams, exhibitors, and service providersCoordinate closely with sponsorship, exhibition, marketing, and registration teamsSupport exhibitor operational requirements, including technical guidelines, build schedules, and access plansEnsure clear communication of deadlines, requirements, and operational updates to all stakeholdersOnsite Management & Quality ControlLead onsite operations during build, live event days, and breakdownManage operational issue resolution, escalation, and contingency executionOversee health, safety, and operational compliance across all event spacesEnsure a high-quality, professional experience for speakers, exhibitors, partners, and attendeesBudget, Reporting & AdministrationSupport the Project Lead with budget tracking, supplier cost control, invoicing, and reconciliationMaintain comprehensive operational documentation including schedules, contact lists, and supplier recordsContribute to post-event reporting, evaluations, and lessons learnedKey DeliverablesRFP documentation, evaluation summaries, and agency recommendationsApproved event designs and final floor plansOperational plans, production schedules, and run-of-show documentsSpeaker management plans and briefing materialsOnsite operations and staffing plansPost-event operational report and improvement recommendationsQualifications & ExperienceExperience in conference and exhibition operations or large-scale event deliveryProven experience leading RFP processes and managing event agenciesStrong experience managing event design, floor plans, and spatial layoutsDemonstrated experience coordinating speakers, VIPs, and complex programmesExcellent organizational, communication, and stakeholder-management skillsPreferredExperience delivering government or semi-government conferences and exhibitionsFamiliarity with exhibition build regulations, health & safety, and venue complianceExperience working alongside a Project Lead or Event Director on large-scale events
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