Head of Operations at dmg events

Role summary and purpose:

• The Head of Operations / Events Manager will hold overall responsibility and manage the complete operations and logistics function for the planning and delivery of all the South African office events.
• They will implement new tools, technologies and techniques to ensure that we deliver world-class large-scale events.
• They will lead and manage a small team but also be directly hands-on in this role supporting the project team.
• They will recruit, train and lead operations-related team members (freelance, or fulltime) and allocate required resources to projects.
• They will work strategically with the Vice President and Portfolio Directors to implement best practices and ensure that we maintain excellent relationships with suppliers and venues taking on responsibility to ensure that we negotiate best possible pricing.

JOB SPEC/DESCRIPTION 

Processes

• Audit and if necessary, re-design and implement operations templates and processes for the Operations team to manage the function.
• Engage with the Operations team from HQ and implement best practices appropriately for the South African team.

Leadership and management

• Train, coach, and mentor direct reports / operations team members ensuring that HR practices are adhered to. Maintain a happy and productive team.
• Ensure that the project teams are satisfied with operations service levels and implement corrective actions as required.
• Manage any HR related processes surrounding performance, praise or administration.

Event management

Ensure the operations team works closely with the PDs to ensure that events are appropriately coordinated across functions.

• Set up weekly product and project update meetings and ensure that a member of the team is taking and sharing notes regularly.
• Ensure that there is a clear distinction between roles and responsibilities (especially where there are grey areas in terms of R&R areas like signage, branding, registration etc.).
• Ensure that there is a pre-event briefing set-up with a team and an onsite guide / manual drafted and shared.
• Work with the PD, Marketing Lead, Production and Sales Lead to appropriately resource the functions across function.
• Ensure that all suppliers are briefed pre-event, onsite and that a debrief is conducted post event.
• Work with the content and production teams to implement and fulfill content features appropriately also ensuring protocol requirements are addressed, briefed, and fulfilled appropriately.
• Develop move-in and out plans and processes pre-event.
• Work with PD to finalize the first close by prescribed deadlines and ensure that all costs are appropriately administered and accounted for.

Group deals

• Work with travel agents, airlines, and car rental companies to negotiate group deals and benefits for the South African team and for our attendees, exhibitors and speakers attending events. Ensure that we enjoy benefits as organizers (commission or complementary services).

Barters and trade-outs, experience items

• Identify with each PD where barters can be negotiated and ensure the operations team delivers on these targets and milestones. Follow the appropriate finance and administration processes surrounding barters.
• Work with the operations, marketing, and production teams to identify experiential opportunities for attendees (technology play-zones, F&B, massages) – bring in temp resources to drive, negotiate with providers, develop and then fulfill these.

Supplier relationship management

• Negotiate and manage cordial and professional relationships with key suppliers (venues, AV, stand builders, contractors etc.).
• Ensure that documentation and payments are submitted timeously. Work with the finance team on payment deadlines and ensure appropriate procurement processes are followed.
• Set-up a supplier database for future engagements.

Budget management

• Manage and keep on top of budgets and recommend cost savings opportunities to the Portfolio Directors.
• Advise functional teams on best practices in executing elements onsite (signage, branding etc.)
• Report to projects teams on status of projects.
• Ensure that operations aspects of budget trackers are kept up to date and are accurate.

Health and safety

• Manage any license and statutory approval requirements for events.
• Oversight of general event safety with an H&S Advisor where necessary.
• Ensure that all events comply with health and safety requirements.
• Work closely with the stand services representative to ensure stand designs meet the international health and safety regulations with efficient procedures in place for monitoring all information that is required from contractors and exhibitors.

Exhibitor support

• Fulfil sponsors and exhibitors’ requirements and support/advise them as is needed.
• Liaise with internal and external customers’ requests regarding the projects.
• Draft exhibition floor plans (ensuring space is commercially maximized) and documentation required.
• Ensure the exhibitor communication processes are followed.
• Ensure event processes are followed.
• Keep floor plans and exhibitor inventory lists up to date.
• Ensure fulfillment of contracted items are actioned.

Operations processes and management

• Prepare event production schedules and plans.
• Keep floorplans and exhibitor inventory lists up to date.
• Ensure fulfillment of contracted items are actioned.

Commissions

• Formulate, negotiate, and execute strategic revenue opportunities for commissions around operational delivery for the events:
• Hotel partnerships and commissions
• Additional services from stand builder
• Additional branding opportunities within the venues

Reporting

• Attend bi-weekly functional head meetings and report backs as is required.
• Submit weekly ops report and ensure team members submit appropriate reports. (Work on template that will add value and provide information that is required).
• Ensure that the operations team attend appropriate training as is required so that they can be more successful in their roles and help promote compliance with applicable laws, policies and procedures.