Talent Operations Coordinator

Company Description

We’re part of Informa, a global business with a network of trusted brands in specialist markets across more than 30 countries, and a member of the FTSE 100.

Our purpose is to connect our customers to information and people that help them know more, do more and be more. No other company in the world helps more people share professional knowledge or make business connections.

We run around 800 events each year, create digital platforms based on engaging news and information content, and operate professional development programmes for individuals and businesses.

At FAN EXPO HQ, we’re a group of dedicated event professionals and dragon slayers, who come together to create a vastly growing portfolio of pop-culture events across North America (and slay dragons, of course).

As the largest producer of pop-culture events in North America, our significant event portfolio includes FAN EXPO Canada, Calgary Comic & Entertainment Expo, MEGACON Orlando, FAN EXPO Dallas, FAN EXPO Boston, FAN EXPO Denver, FAN EXPO San Francisco, FAN EXPO Philadelphia, FAN EXPO Chicago and more.

FAN EXPO HQ is a division of Informa, the world’s leading events company, and together we create opportunities for fans to explore and celebrate all things pop-culture, through operational excellence, fandom expertise, and out-of-this-world content.

Ready to embark on a new and exciting adventure? Read on.

Job Description

This role is based in our Orlando Office

Are you a master of logistics with a passion for pop culture? Do you thrive in high-energy environments where no two days are the same? Can you juggle travel itineraries, hotel room blocks, and celebrity schedules with the precision of a seasoned pro? If so, Fan Expo HQ wants YOU!

We’re on the hunt for a Talent Operations Coordinator to join our dynamic team of event professionals. You’ll play a pivotal role in ensuring the seamless execution of celebrity appearances at Fan Expo events across North America. From coordinating travel for A-list guests to managing hotel room blocks and on-site logistics, you’ll be at the heart of the action, making sure our events run like clockwork.

Here’s what you’ll be doing:

Your portfolio will include 5-6 events of varying scale across North America. Reporting to our Talent Operations Manager, your responsibilities will include (but are not limited to):

Main Operations Point of Contact for Talent Agents

• Gather travel details and plans for 15-200 guests, talent reps, staff, and contractors per event.
• Gathering travel details and plans for 50-100 staff and contractors per event.
• Negotiating flight options for each guest and rep, based on contracted requirements and guest schedule restrictions, while also keeping a strong control on costs by carefully managing additional hotel nights, selecting off-peak travel hours, etc.
• Work closely with talent reps on the client’s overall requirements prior to the event and ensure their execution on-site, e.g., onsite support needs (Guest Liaisons, Cashier Assignments, Line Control Support), ADA requirements, dietary restrictions.
• Work closely with Show Managers and the Operations team to determine on-site support needs and to assign and train each hired lead.

Book All Guest and Staff Travel

• Work with our travel agency partner to book flights.
• Develop a list of reimbursements to be paid at the show.

Manage the Event’s Hotel Room Block

• Develop and manage rooming lists for each hotel (3-5 properties with potential for over 500 room nights per show), working with Show Managers and Talent Operations Manager to take the best advantage of promotional rates, complimentary amenities, or perks offered at each property.
• Reviewing and ensuring we assign guests, reps, staff, and contractors to the correct properties to use comp rooms and additional perks.
• Update Housing Managers at each property as flight schedules and guest needs change.
• Review hotel invoices, ensure billing accuracy, and work with hotels to resolve any discrepancies.

Coordinate Guest logistics

• Manage and track data entry for all flight and hotel details in event management software, exercising a high level of attention to detail.
• Generate travel and event itineraries for each guest, including flights, hotels, ground transportation, and the event schedule.
• Work closely with the Transportation Manager to manage all ground transportation needs for both event-side and home-side travel, if applicable.
• Update the Talent Operations Manager on any guest appearance changes or non-contracted requests.
• Prepare and deliver welcome packages—including credenti