Image Engine Pte Ltd
A part of Clarion Events Group (UK headquartered), Image Engine is a leading full-service B2B technology event producer and organiser. Our flagship portfolio - GovWare, supports a global community of cybersecurity experts and practitioners, business leaders, industry innovators and policymakers through delivering innovative content, critical business intelligence sharing and connectivity.
Job Description - Manager, Event Operations(Conference and Exhibitions)
Your responsibilities:
Assist the Project Manager with planning, production and execution of the event. Take ownership and accountability for the team delivering the core exhibition & conference logistics for all events. Oversee and lead a team to coordinate and manage event including :
- Budget management - Monitoring spend to ensure that cost is within approved budget. To negotiate for savings where possible.
- Venue acquisition- look for and negotiate suitable event venue, including negotiating multi-year venue contracts.
- Provide support in organising, monitoring, and overseeing exhibition matters including floorplan, exhibitors submissions such acknowledgment forms, booth designs, and sponsored item artwork.
- Exhibition / Conference Setup and Tear Down - Manage the setup and teardown of exhibition booths, displays, signage, conference room staging and setup and other builds before and after events as well as ensuring that all elements are arranged according to specifications.
- Booth Management - Manage team to support exhibitors by addressing their needs and ensuring that their booths are set up correctly, according to schedule. This may involve coordinating with OSC or venue staff to resolve any logistical challenges.
- Vendor acquisition - include managing tender process to appoint main event contractor. Ensure successful application of approved key design concepts into build design of event. Supervising quotes for comparisons for all event procurements.
- Vendor Management - liaising with vendors and agencies for all ops-related requirements such as AV, collaterals, furniture, staff meals, uniform etc., to guarantee timely delivery.
- Security management - coordination of security manpower from pre-event to onsite management and post event. This may include coordinating shift schedule, deployment plan, briefing, preparation of operation guides for onsite personnel, and post event evaluation and closing of accounts.
- Talent and Manpower Management - Staffing Coordination, Recruitment and Training, Scheduling and performance management. Able to set processing and measurable key performance indicators for the Ops team.
- Onsite Management: Provide onsite operational support throughout the conference period, ensuring conference areas run according to programme schedules and operational plans. Monitor crowd flow, room readiness, and service standards, and escalate or troubleshoot issues in coordination with venue teams and contractors as needed.
- Plan and manage onsite safety requirements, ensuring compliance with HSE regulatory requirements.
- Documentation and Budget Management - provide event costing to support yearly budget exercise. Maintaining records and managing the budget allocated for the event, including associated expenses.
- Effectively collaborate with other internal departments including projects, marketing, sales and finance, collating and executing their requirements while aligning with the project goals and vision.
- Compliance - Ensuring that all teams and event staff adhere to relevant policies, regulations, and safety protocols to create a safe environment for all staff and attendees. This may involve monitoring access to the event, enforcing safety guidelines, and responding to emergencies or incidents as needed.
