Event Operations Manager

Summary:

The Event Operations Manager plays a critical role in the successful execution of multiple conferences and exhibitions each year. This position requires a highly organized, financially disciplined, and solutions-oriented professional who thrives in a fast-paced, deadline-driven environment. As the operational backbone of each event, you will oversee vendor partnerships, manage complex budgets years in advance, and ensure seamless onsite execution from planning through post-event reconciliation.

This is a hands-on, high-ownership role that blends project management, financial oversight, and cross-functional collaboration. The ideal candidate brings strong attention to detail, confidence in vendor negotiation and contract management, and the ability to anticipate challenges before they arise. You are calm under pressure, proactive in driving efficiencies, and committed to delivering exceptional experiences for exhibitors, sponsors, and attendees alike.

Essential Functions:

• Vendor Leadership: Take the lead as the main point of contact for third party event vendors, including but not limited to General Contractors/Stand Builder, Venue, AV/Technology, Freight Forwarders, Housing, etc.
• Create and update direct event expense/operational expenses preliminary cost analyses, forecasts, and budgets beginning 2-3 years out from each event.
• Communicate deadlines with show teams and manage them to ensure our best pricing is realized
• Actively seek opportunities to reduce costs and improve efficiency without impacting the customer experience
• Adhere to approved event operational expense budgets; coordinate timely forecasts, as directed by P/L Owner/Portfolio Director. Research and select venues and dates for events in coordination with the P/L Owner/Portfolio Director.
• Monitor the fulfillment of contractual terms on all event agreements including payment schedules, insurance requirements, security procedures, etc.
• Embrace established best practices and ensure their consistent implementation, solidifying your reputation as an operations expert.
• Coordinate and order all event show management requirements with all vendors working in conjunction with show team (marketing, conference, sales, etc).
• Design and manage all onsite signage, based on approved sign template and working in collaboration with marketing and conference teams.
• Manage and oversee all special events onsite, including networking events, showcases, etc. Any conference related special events (tech tours, pre-conference workshops, if any) may be handled by marketing or conference, as deemed necessary.
• Assist Conference Manager/Marketing Manager with conference room assignments, room sets, AV requirements, and catering needs.
• Oversee, coordinate, and analyze all required RFP's for venues and vendors related to operations and logistics.
• Assist Exhibitor Services Managers with exhibitor manual including all show management forms and vendor forms and information for use on the website no less than six (6) months out from each event.
• Ensure the adherence to all established event operations best practices, procedures, and timelines.
• Cooperate and communicate with peers to facilitate and maintain a team approach in the production of all events.
• Provide required reporting and information to Portfolio Directors and PL Owners on a timely basis.
• Work collaboratively with sales team and marketing team to create sponsorship packages, including but not limited to the creation of sponsorship price/cost analysis and sponsorship sales sheets.
• Responsible for the fulfillment of all onsite sponsorships.
• Accountable for all sponsorship fulfillment, working with other team members as appropriate.
• Set up the next year’s floor plan in Map Your Show in in advance of rebooking/event
• Work with PL owner/Portfolio Directors on next year’s exhibit pricing/packages no less than 15 months out from the event and work with accounting/finance to get the event set up in Salesforce and Workday.
• Work with accounting/finance on all post-event operational expense accruals in accordance with accounting/finance guidelines and timelines.
• Ensure compliance with all standard policies and procedures of event operations.

Requirements:

• 2-4 years of related experience and/or training, or equivalent combination of education and experience
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportion, percentages, area, circumference and volume
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form
• Preferred experience using Design Software, Project Management Software and/or Customer Relationship Management Software
• Proficient with Microsoft Office Suite, specifically Word and Excel
• Ability to travel up to 25-35% to include site visits, planning meetings, team meetings as assigned.

Pay Transparency Statement: The pay scale for this position is $72K – $80K per year, which reflects the base salary range Clarion Events reasonably expects to pay for this role. This range does not include bonuses, commissions, or other benefits.

Physical Demands

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this role. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk, use hands to finger, handle or feel, and reach with hands and arms. While at events/shows, this job may require extensive standing and walking and some pulling and lifting of products, supplies and/or equipment.

Equal Employment

Clarion Events provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, national origin, age, sex, sexual orientation, veteran status, disability, or genetics. In addition to federal law requirements, Clarion Events complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has offices. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, and transfer, leaves of absence, compensation, and training.