Guest 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.

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Job Description

FAN EXPO HQ is the largest comic con event producer in the world.  Our mission is to deliver the ultimate fan experience through our growing portfolio of events, which includes MEGACON Orlando, FAN EXPO Dallas, FAN EXPO Boston, FAN EXPO Denver, FAN EXPO San Francisco, FAN EXPO Canada, Calgary Comics & Entertainment Expo, FAN EXPO Vancouver, 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.

Just as no two days are the same, at Informa Connect we recognise that no two people are the same, putting diversity and inclusivity at the heart of what we do. This doesn’t happen by chance. We actively work to create a shared culture. It’s a place where individuals bring their own experience and insights to discover new opportunities and build a varied career.  We want you to thrive as part of a fantastic community.  We champion you.

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

As Talent Operations Coordinator at Fan Expo HQ, you will be responsible for the coordination and execution of all Guest related deliverables for each event as assigned.

Your responsibilities will include (but not limited to):

• Main point of contact for all Guest and Staff travel bookings (+/- 200 flights per event)

Tasks include:

• Negotiating options with Guest/Agent/Manager to maximize client satisfaction, whilst also keeping a strong control on costs by carefully managing additional hotel nights, selecting off-peak travel hours, etc.
• Managing data entry of all flights into Guest itineraries with a high level of attention to detail

Manage all aspects of the event’s hotel room blocks of over 500 room nights across 3 – 5 properties for all staff & guests

Tasks include:

• Working directly with Housing Managers of each property to provide and make changes to the rooming lists to match flight bookings
• Managing data entry of all hotel bookings into Guest itineraries with a high level of attention to detail
• Reviewing and ensuring that we are assigning guests at the correct properties to utilize comp rooms and additional perks

During / Post Show:

• Generate all travel and event itineraries including flight, hotel, ground transportation, and event schedule for each Guest to be sent out 2 weeks pre-event
• Work closely with Show Managers and Operations team to determine on-site support needed and assign and train each lead hired
• Work closely with Talent agents on client’s overall requirements prior to event and ensure the execution of those requirements on-site
• Prepare hotel packages (badges, welcome letters, instructions) for delivery to guests upon arrival
• Reviewing master hotel books and ensure accuracy of billing, working with hotels to sort any discrepancies

Manage the recruitment of Guest Liaisons

Tasks include:

• Working with agents to determine the number of Guest Liaisons required for overall guest list
• Working with staffing agency to recruit Guest Liaisons
• Training and assigning roles
• Work closely with Transportation Manager for all event side travel
• Work directly with Celebrity Talent Manager to advise of any guest schedule ch