Events Operations Manager

Events Operations Manager

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 programs for individuals and businesses.

FAN EXPO HQ is the largest pop-culture 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, FAN EXPO Chicago, FAN EXPO New Orleans, FAN EXPO Philadelphia, FAN EXPO Cleveland, FAN EXPO Portland, VidCon, 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.

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

Job Description

This position is based in the NYC, Chicago or Orlando office.

At FAN EXPO HQ, we turn fandom into unforgettable experiences—and none of it happens without flawless execution. As Event Operations Manager, you're the behind-the-scenes hero making sure every booth, banner, badge, and supplier shows up on time, on budget, and ready to wow.

You'll lead operations for our biggest events, managing logistics, suppliers, venues, floorplans, and move-in/out like a boss. You're part strategist, part fixer, and full-time fan of making chaos look effortless. If you thrive on fast-paced events, love a good checklist, and know your way around a show floor, this is your moment.

Responsibilities:

• Lead operations for flagship events as assigned
• Plan and organize all logistical aspects of each event
• Assume fiscal responsibility: cost management responsibility of Operational budget Lines as assigned
• Assume direct responsibility for negotiations and partnership management of Key Operational suppliers as assigned
• Deliver events on-time and on-budget and to seek to continuously improve event delivery and creativity
• Co-handle relationships and negotiate partnerships and costs with facilities and outside suppliers including AV, general services, cleaning, F & B, staffing agencies, signage, registration, security, decorators and contractors
• Act as the liaison between the sales team and show management regarding floor plans, room layouts and booth regulations. Responsible for obtaining necessary approvals from relevant authorities
• Control exhibitor/ sponsor communications and services as it relates to the operational details of the event
• Oversee event move in/move out logistics, event set up, staffing
• Ensure health and safety compliance on-site and within the office
• Lead show and office supplies and assets onsite, in warehouse and with third party storage
• Work on operational budgets, YOY proposal analysis, invoice review and reconciliation
• Oversee the maintenance and growth of our registration process, ticketing, and badges
• Oversee operational website updates and efficiency
• Maintain good knowledge of contractors and venues to evaluate the services, facilities and best practices that are available within the industry
• Collaborate with other departments including sales, sponsorship and marketing teams to ensure all processes are efficient and effective as possible, suggesting new processes where necessary
• Work with the senior management team to enhance the product and service offering across the portfolio to maintain market leadership
• Manage the effectiveness of office operations
• Assist with diverse range of tasks throughout portfolio and office

Qualifications

Skills:

• Highly organized and detail-oriented
• Strong time management skills and adaptable to constantly changing priorities
• Ability to work under pressure, balance workload and meet tight deadlines
• Critical thinker who can make suggestions for improving event and process
• Strong verbal and written communications skills
• Positive attitude, strong work ethic and team player

Qualifications:

• College or University degree in Event Management, Business Management or Project Management
• 3 – 5 years of operational and/or event management experience
• Experience with Illustrator and floor planning considered an asset
• Experience with Salesforce and/or other CRM platforms considered an asset
• Logistics experience considered an asset
• Proficient in Microsoft Office applications
• Must be available to work evenings and weekends during event dates
• Travel 4-5 events per year within Canada and US. Valid passport is mandatory