Head of Event Operations

Job Description

JOB PURPOSE

Working closely with the Senior Operations Director, wider operations and event teams, you will be responsible for leading the organisation and management of a flagship Energy Exhibition and Conference and other Energy shows and conference projects within the energy portfolio at dmg events, from conception through to completion.

Working with internal and external stakeholders and suppliers to deliver operational excellence, on time and within budget and with a good ROI.

Manage and ensure delivery and continuous improvement of dmg energy best practice throughout the operations team, to support the show teams across the DMG shows.

Managing a team of Operations Managers and Supervisors to work efficiently and effectively on a range of events throughout the year.

KEY ACCOUNTABILITIES:

• Builds, leads, manages, motivates and develops the Operations Team. To include internal and external training and personal development.
• Agrees objectives and conducts annual appraisal and setting of KPIs of direct report(s) and team
• Weekly 1-2-1s to manage workload and understand activity and progress
• Manages effective resourcing and allocation of roles & responsibilities of Operational resources for the assigned events to ensure successful delivery and executive of events.

• Works with the management team to develop and implement the business plan and long-term strategy of the portfolio of dmg events.
• Collaborates and communicates effectively with the VP, SVP, Senior Operations Director and Event Teams to ensure agreed objectives are met
• Works effectively with the wider dmg events offices and operations teams, sharing knowledge and best practices
• Ensure best practice is followed, with systems / processes implemented to improve efficiencies.
• Lead the tendering and appointment process of all suppliers and venues with approval from the Senior Operations Director.
• Conduct feasibility studies regarding the operational requirements for current, and future flagship event locations. Identifying areas of risk.
• Conduct site visits and ensures venues are fit for purpose
• Analyse event operations post shows and prepare and implement recommendations for improving operational efficiencies and customer experience on future events.

• Owning and managing operational event budgets
• Prepare, manage, and monitor operational event budgets, keeping costs firmly under control and helping to achieve profit targets and manage risk.
• Work with individual operations team members to ensure budgets are kept updated, costs are negotiated, and red flags are raised when an overspend is possible.
• Instil vigorous and transparent procurement processes and best practices, ensuring a broad range of suppliers are engaged and costs are effectively negotiated.
• Conduct supplier comparisons, evaluating responses and provide clear rationale for decisions.
• Ensures that favourable rates and terms are negotiated - Obtaining quotes, conducting full tender processes, negotiating costs, creating Service Level Agreements, selecting and appointing the providers.

• Following and implementing best practise across all events organised by dmg energy
• To ensure that the operations function fulfil and meet the current Health and Safety regulations applicable within the country within which the event is held.
• Implement the mandatory dmg energy event HSE documentation per event (inclusive of MIMP, RAs, Supplier RAMS, Event Safety Documentation)
• Event teams are briefed on all health and safety issues, before and during an event.

• Supporting with the successful operational delivery of events organised from the Dubai Office
• Plan and execute successfully all operational and logistical elements for conferences and exhibitions in consultation with the (Snr) Ops Director, VP, SVP, Conference Producers, Marketing and Sales team.
• Ensure a project plan is in place to deliver professional, efficient exhibitions.
• Accountable for the successful and smooth operation of all exhibitions and events, including build and breakdown of the shows. Management of: engineering, graphics, security, floorplans, cleaning, electrical, seating, staging, rigging, venue, stand contractors, etc.
• To coordinate stakeholders in respect of the event floor plan and oversee sponsorship fulfilment with sales and marketing teams.
• Agree any event sponsorship sales opportunities / obtain 3 competitive quotes, then implement any sponsor/exhibitor agreements relating to the exhibition and liaise directly with the sales team on fulfilment.
• Ensure the team has secured all stand designs, various health and safety documents, security deposits etc. Designs should meet the health and safety regulations required by the venues in which we operate.
• Ensure Major Incident Management Plans (MIMPS) is in place 1 month before the event.
• Ensure a project timeline for your allocated events is set with the Senior Operations Director, clearly outlining key milestones and tasks.
• Assist your team for the allocated events with the production of Exhibitor Manuals and Information sheets.
• Co-ordinate onsite freight, traffic and security requirements.
• Manage adhoc projects, e.g., Evening Functions or Press Briefings- source venues, negotiate entertainment, AV & Lighting, F&B, etc.
• Objectively analyse & evaluate the operational delivery for the events post show and support implementing recommended operational efficiencies on future events.
• File all relevant documentation on the shared drive and Monday.com.
• Ensure Project plan is maintained on Monday.com.

• Work with a range of suppliers, using own creative skills to deliver cost effective but stand out features.
• Come up with new ideas to improve the look and feel, financial or service delivery of your events.
• Work with the Event team to ensure we have the up-to-date branding guidelines, ensure your operations team prepare a signage plan with a practical and impactful customer journey.
• Work with the VP to ensure your operations team have clear, definitive briefs for features; ensure these are presented back to the show team with clear timelines, costs, and details of delivery and suppliers.
• Explore different ways to reduce the operations costs without compromising the standards, quality and delivery of the shows.
• Stay on top of industry trends in events, conferences and available technology to support.
• Explore market trends in new innovations to propose to the team.

• Create a positive and professional environment to work in.
• Communicate effectively with all team members, stakeholders, suppliers, venues etc. to build and maintain excellent working relationships.
• Ensure third party contractors perform to a standard of service and professionalism that we would expect to see at all our events.
• Ensure professional and first-class communications both internally and externally.
• Set and lead team meetings and supplier planning meetings, ensure actions are followed up on.
• Respond quickly and calmly to requests from suppliers, and team members.

QUALIFICATIONS, EXPERIENCE, & SKILLS:

Key requirements for the role

Min 6 years experience working on large scale exhibitions.

Detailed knowledge of small to large scale operations and Health & Safety best practice

Sound commercial awareness management of budgets for events and keeping within the budget set. Budget experience: inputting into event budgets, keeping within the set budget/recent forecast, cost saving/negotiations and/or ensuring the event's profitability.

Strong negotiating and contract management skills.

Building a strong relationship with the internal / external stake holders and Venue to ensure seamless delivery of the event.

Ability to work calmly under pressure in a busy, fast paced, and agile environment.

Good team player: able to work well in a team.

Previous people management experience, understanding of managing a direct report and building teams.

Organised and methodical, with high attention to detail.

Good at multitasking and working on different events/projects at the same time.

Pro-active and able to take responsibility.

Good problem solver.

Good communication skills: can communicate clearly and concisely with different communities and groups, particularly with Director or VP/SVP level.

Able to present to a room of senior people.

Knowledge of MS Office Suite, including MS Word, PowerPoint, Outlook, and Excel

Desirable

Knowledge of project management software: Monday.com.

Multilingual

IOSH / NEBOSH certificate

Knowledge and experience with AutoCAD is helpful.

Personal Attributes

Customer Focused put the customer at the heart of everything we do.

Harding working - Strong work ethic representing our industry leading brands.

Studious - Desire to learn and embrace best practice.

Respectful demonstrate consistency and reliability in all areas.

Collaborative display open communication and innovation.

Proactive take initiative on opportunities and test your ideas.

Efficient display excellent time management and deliver accurate work.

Effective focusing on the right things at the right time to deliver the best results.

dmg events is an equal opportunity employer. If you have not had feedback from us within 14 days, please consider your application as unsuccessful for this round.