Exhibition Manager

Contract Role: November 2024 - February 2025

The Exhibition Manager will be responsible for the planning, management, and execution of the exhibition components of the event. This individual will oversee and coordinate all aspects of the exhibition, ensuring consistency in quality, branding, and operational efficiency. The Exhibition Manager will report directly to the Senior Event Director, and indirectly to the Exhibition Director, driving excellence in the execution across the ‘Hub' space, from the brand experience brought to life, content spaces, partner/sponsor booths, experiential demos, and hospitality spaces, ensuring alignment with the overarching goals of the campaign.

**Reporting To**: Senior Event Director and Exhibition Director, EMEA

**Direct Reports**:Exhibition Executive

**Key Responsibilities**:
**Exhibition Planning and Coordination**:

- Implement the strategic vision set for the exhibition components of the event.
- Collaborate closely with the Exhibition Director to achieve the exhibition objectives.
- Oversee the development and planning of the exhibition, in line with the pre-define design whilst contributing regional knowledge and expertise.
- Develop and manage all project documentation including the exhibition timeline, ensuring all phases of work are executed on schedule.
- Ensure seamless execution, from initial planning through to on-site management and post-event analysis.

**Onsite Management**:

- Lead the logístical planning and on-site management for all exhibition elements, such as exhibition booths, technical installations, visitor flow, and branded materials, ensuring all are in place and functioning according to pre-determined designs.
- Coordinate international and local shipping, customs clearance, transportation, storage, and installation of all exhibition materials and equipment.
- Resolve any on-site issues or challenges swiftly and effectively, ensuring mínimal disruption to the event.

**Risk Management & Contingency Planning**
- Ensure compliance with all local health and safety regulations and venue-specific requirements.
- Oversee insurance, security, and risk management protocols, ensuring all exhibitions adhere to company standards.

**Team Leadership & Collaboration**:

- Lead, mentor, and manage the Exhibition Executive.
- Attend and engage in regular communications with Exhibition Director and Senior Event Director to ensure consistency and best practices are applied across event.
- Maintain clear communication with the central project team, providing regular updates on progress, issues, and event performance.
- Lead and work closely with internal teams to execute exhibition plans, including sales, design, operations, and registration, to ensure all exhibition components, including booth layouts, branding, signage, and visitor experience, meet the highest standards.
- Provide on-the-ground leadership during the event, troubleshooting any operational issues in real-time.

**Key **Stakeholder Management:

- Serve as the primary point of contact for exhibition, ensuring needs and expectations of key stakeholders are met.
- Develop and maintain strong relationships with preferred partners (MOI & Client), providing them with necessary support and ensuring their successful participation.
- Provide regular updates to stakeholders, addressing any issues and ensuring client satisfaction.
- Manage stakeholder expectations on-site, ensuring any last-minute technical adjustments or requests are handled professionally and promptly.

**Vendor & Stakeholder Coordination**
- Serve as the primary on-site point of contact for local vendors, suppliers, and contractors, ensuring all service agreements are fulfilled.
- Oversee and direct local exhibition teams during exhibition setup, installation, and breakdown to ensure smooth operations, including technical crews, installation staff, and external vendors.
- Negotiate contracts and manage relationships with external vendors, including logistics providers, installation crews, and equipment suppliers.

**Budget & **Financial Management:

- Prepare and manage exhibition budgets, tracking all expenses and ensuring projects stay within financial constraints.
- Monitor financial performance, report on budget variances, and implement corrective actions as necessary, including operational expenses on-site.
- Ensure cost-effective execution by managing local logistics efficiently and mitigating unexpected costs. Identify and drive cost-saving initiatives without compromising the attendee experience or event quality.

**Post-Event Analysis **& Reporting:

- Lead post-exhibition evaluations, compiling feedback from exhibitors, attendees, and team members.
- Analyse performance metrics such as financial performance, attendee satisfaction, and exhibitor success.
- Prepare post-event reports for the Exhibition Director, highlighting successes, challenges, and recommendations for improvement.

**Requirements**:
**Experience**:

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