Operations Coordinator - Overland Expo

About Emerald

Emerald’s talented and experienced teams grow our customers’ businesses 365 days a year with products that create connections, deliver content, and drive commerce. We produce over 140 annual events, create and deliver content through print and digital channels, and power commerce through our seamlessly integrated in-person and digital platforms and channels. For more information, please visit http://www.emeraldx.com.

The Operations Coordinator is responsible for the overall coordination of Overland Expo events throughout the years.  The Operations Coordinator will report to the Director, Events and support the Operations Manager.

Responsibilities:

●      Staff Logistics

○        Contact hotel for room blocks and group rates

○        Manage rooming grids and relationships with hotels

○        Book rental cars for ground transportation

○        Book flights for all staff and independent contractors attending events

○        Finalize all Staff Catering and Dietary Needs

○        Organize all staff meals for the entire duration on-site at the event

○        Ensure beverages, snacks, and potable water is available

○        Manage all travel documents (i.e. arrival/departure, rooming hotel grid, catering)

○        Collect, submit and track all staff event T&E expenses

●      Event Logistics

○        Research service provider options for all events 

○        Book or contract service providers as requested

○        Manage tent contractor

○        Manage decorator assets (tables, chairs, linens)

○        Manage tent floor plans

○        Manage deployment of all rental assets

○        Assist with staffing agency management (i.e. box office, security, parking)

○        Assist with temporary staffing hires

○        Assist with planning maps for on-site at events

○        Assist arrival doc creation

○        Assist with contracting Independent Contractors to work events. 

○        Submit and track invoices in conjunction with event expenses

●      Sales Logistics

○        Ensure onsite sponsorship fulfillment for packages sold by the team

○        Organize, manage and ensure exhibitor in-booth parties are planned and executed to meet the clients needs and expectations

○        Manage financial reconciliation on payment invoices and client payment for F&B activations

○        Assist Sales Team with fulfilling on-site Exhibitor and Sponsor requests and needs

○        Communicate with exhibiting clients on questions and concerns

○        Deploy exhibitor arrival instructions

○        Manage exhibitor and sponsors lists

○        Oversee assets prior to and on-site at events that correlate to exhibiting companies and sponsors

○        Deploy asset requests and manage Sponsorship fulfillment in advance and on-site at events

●      Event Wrap-Up including reporting, returning rentals, and recommendations for future events

○        Receive, review, and all post-event expense reports

○        Provide operations wrap-up per event including suggestions on streamlined operations for future events

○        Return all ordered rentals

Miscellaneous including: