Job Description

Position: Operations Manager - Large-Scale Conference & Exhibition
Contract Duration: February 2026 - March 2026
Role Purpose
The Operations Manager supports the Project Lead in the planning and delivery of a large-scale conference and exhibition, with primary responsibility for event operations, speaker management, agency coordination, and spatial design delivery.
This role acts as the central operational interface between the Project Lead, appointed event agency, designers, suppliers, and internal stakeholders. The Operations Manager ensures that all operational, design, and production elements--including RFP processes, floor plans, and exhibition layouts--are developed, approved, and delivered to the highest standards, on time and within budget.
Key Responsibilities
Event Operations & Delivery

• Support the Project Lead in end-to-end operational delivery, from planning through onsite execution and post-event close-out
• Develop and manage operational plans, production schedules, run-of-show documents, and onsite workflows
• Oversee venue operations including space planning, room layouts, build and breakdown, registration, catering, and onsite staffing
• Coordinate production elements including AV, staging, lighting, branding, and technical requirements

RFP Development & Agency Management

• Lead the development, issuance, and management of RFPs for event agencies, production partners, and key suppliers
• Manage the agency briefing process, evaluation of proposals, cost comparisons, and recommendation submissions
• Act as the primary day-to-day liaison with appointed agencies, ensuring clear scopes, timelines, and deliverables
• Monitor agency performance, manage change requests, and ensure alignment with project objectives and budgets

Design, Floor Plans & Spatial Management

• Manage all event design elements in collaboration with the Project Lead and agencies
• Oversee the creation, review, and approval of exhibition layouts, conference room plans, feature areas, and circulation flows
• Ensure floor plans align with operational requirements, safety regulations, accessibility standards, and exhibitor needs
• Coordinate design integration across branding, signage, wayfinding, staging, and experiential zones

Speaker Management & Programme Support

• Lead speaker operations in coordination with the Project Lead and content team
• Manage speaker communications, confirmations, biographies, presentations, travel, accommodation, and visas
• Oversee green rooms, briefing schedules, and speaker movement onsite to ensure seamless session delivery

Stakeholder, Supplier & Exhibitor Coordination

• Act as the primary operational point of contact for suppliers, venue teams, exhibitors, and service providers
• Coordinate closely with sponsorship, exhibition, marketing, and registration teams
• Support exhibitor operational requirements, including technical guidelines, build schedules, and access plans
• Ensure clear communication of deadlines, requirements, and operational updates to all stakeholders

Onsite Management & Quality Control

• Lead onsite operations during build, live event days, and breakdown
• Manage operational issue resolution, escalation, and contingency execution
• Oversee health, safety, and operational compliance across all event spaces
• Ensure a high-quality, professional experience for speakers, exhibitors, partners, and attendees

Budget, Reporting & Administration

• Support the Project Lead with budget tracking, supplier cost control, invoicing, and reconciliation
• Maintain comprehensive operational documentation including schedules, contact lists, and supplier records
• Contribute to post-event reporting, evaluations, and lessons learned

Key Deliverables

• RFP documentation, evaluation summaries, and agency recommendations
• Approved event designs and final floor plans
• Operational plans, production schedules, and run-of-show documents
• Speaker management plans and briefing materials
• Onsite operations and staffing plans
• Post-event operational report and improvement recommendations

Qualifications & Experience

• Experience in conference and exhibition operations or large-scale event delivery
• Proven experience leading RFP processes and managing event agencies
• Strong experience managing event design, floor plans, and spatial layouts
• Demonstrated experience coordinating speakers, VIPs, and complex programmes
• Excellent organizational, communication, and stakeholder-management skills

Preferred

• Experience delivering government or semi-government conferences and exhibitions
• Familiarity with exhibition build regulations, health & safety, and venue compliance
• Experience working alongside a Project Lead or Event Director on large-scale events

Skills Required