Event Delivery Specialist

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.

Job Description

This role is based in our San Francisco, Kansas City or Washington, D.C. office.

The Event Operations team for Tech Events at Informa Connect and Informa Festivals is the backbone of our world-class technology event portfolio, ensuring flawless execution of premier B2B events that connect technology professionals across the globe. Our team manages the operational excellence behind major tech industry gatherings like London Tech Week, Network X, The AI Summit, and Africa Tech Festival. 

Be the architect of unforgettable moments that professionals talk about long after the event ends. Your attention to detail will orchestrate flawless experiences where careers advance, deals close, and industries evolve.

• Manages all pre- and onsite facility interactions; including but not limited to venue, decorator, freight, audio visual, and virtual/hybrid platform. 
• Works with marketing and registration to assist in coordinating exhibitor and attendee registration, including advance and on-site registration, as well as lead retrieval systems. 
• Manages larger project teams to oversee all preconference logistics such as but not limited to show information documents, temporary space arrangements, signage, and ordering of convention materials. 
• Manage high level keynote speaker support, including onsite logistics, coordination of audio-visual needs, rehearsal schedules, set design, and attendee seating plan. Manage audio visual needs and related budgets for all on-site event requirements. 
• Communicates and completes food & beverage orders. 
• Oversee management of speakers, conference content, and program budgets for events with 10 to 600 speakers. Includes incoming and outgoing speaker correspondence (contracts, payments, travel details, event updates, audio visual requests and registration inquiries), production of onsite printed session materials. 
• Sets up and leads event pre-con meetings with all key suppliers and stakeholder 
• On site, manages logistical needs; parking, audiovisual needs, reviews and complies with all facilities contracts, security, and medical personnel. Provides an open forum to air any concerns. Hires, manages, schedules, and trains temporary staff. 
• Assists in the development of the annual budgets and updates monthly forecasts. 
• Assigned role on events can specialize in one discipline or encompass multiple disciplines depending on scope of event. Role can also be a cross-functional team leader with indirect reports. 
• Acts as Health/Safety/Security advocate for assigned events. Assists in making risk assessments and incident response plans. Writes incident reports. Fulfills incident response team role as designated. 
• Lead event planning meetings, presenting clear and concise updates on event milestones whilst also identifying any impacts to the event and propose resolutions. 
• Coordinate an exhibitor health and safety sign off process for stand plans and exhibitor risk assessments and method statements and act as support in liaison with suppliers and team involved.

Qualifications

• Building and maintaining relationships and understanding customer needs.
• Proven prior experience in working in cross-functional teams.
• Managing stakeholders internally and externally
• Strong collaboration and communication skills written, verbal, presentation
• Prior experience of establishing a shared service operation.
• Proven expertise in managing project activity, ability to prioritize and manage time efficiently.
• Demonstrable experience of leading and managing a team of operational colleagues
• Change leadership; support colleagues and team in a rapidly changing environment

Additional Information

We believe that great things happen when people connect face-to-face. That's why we work in-person with each other, or with customers and partners, three days a week or more. When you’re not spending time together in one of our offices or other workplaces – like at an Informa event – you get the flexibility and support to work from home or remotely.

We work hard to make sure Life at Informa is rewarding, supportive and enjoyable for everyone. Here’s some