Event Executive (Logistics and Operations)

Primary Function:

To direct the procurement, technical support and operations/logistics activities of the Exhibitions department

Main Responsibilities:

1.      To provide operational coordination, technical support, audio-visual services, security, fire regulation compliance, cleaning services, exhibitor services, and overall client satisfaction during exhibitions and conferences.

2.      To consult with management and Event Managers concerning physical set-up needs and requirements for exhibitions and conferences.

3.      To work closely with the project team by answering queries and complaints, and monitoring services provided by vendors.

4.      To source and inspect venues and site facilities to ensure they are adequate and being maintained properly for specific events.

5.      To act as the key liaison between clients, event managers, in-house designers and third party vendors leading up to the event, ensuring that both client and event requirements are met.

6.      To establish cooperative working relationships with partners, venue owners/managers, service contractors, government bodies, clients, etc.

7.      To apply for licences and permits required with the relevant authorities.

8.      To source, inspect, negotiate for the best price and appoint contractors and vendors for the following, among others :

·       Exhibition space

·       Meeting and function rooms

·       Registration and Housing

·       Food and Beverage

·       Audio-visual equipment

·       Entertainment/Theme functions

·       Exhibition operations e.g. registration management, equipment rental, stand construction, freight forwarding/courier, temporary/casual workers, security etc.

·       Promotion and publicity e.g. design and production of sales kits, newsletters, websites.

·       Conference/exhibition kits and other marketing/promotional collaterals.

9.      To prepare Purchase Orders for purchases of all services and products used by the department for submission to Finance department.

10.  To create and maintain event timelines and schedules.

11.  To direct and manage the floor plan and floor management, registration procedures, on-site operations and pre/post event operations of each event.

12.  To oversee and continuously improve the department’s event management software and database operations, and to source for the latest technology and software for more efficient work processing.

13.  To provide updates and regular reports on operational matters and post-event reports.

14.  To liaise with the project team and Finance department for logistics/operational requirements and expenditure.

15.  To assist in any other duties assigned from time to time.