Exhibition & Event Manager - freelance contract July - Oct

PART-TIME – 2 days in June /2 days PW in July / 3 days PW in Aug / 4 days PW in Sept

Planning: 43 days

Onsite: 5 days

Post Event: 2 days wrap up

Total: 50

LEADERS is the premium event and content platform for leaders in world sport. Our purpose is to help individual leaders and the wider industry get better by connecting the best people, sharing the best ideas and championing excellence all over the world. With physical and digital conferences taking place across 3 continents, as well as a series of specific workshops and networking opportunities, Leaders are the trusted source of insight, learning and inspiration for all decision makers in sport business.

Role overview

Leaders Week London, our flagship event, is the largest gathering of senior sports business professionals globally. 3000 executives attend various events across the week to learn, network and progress their personal and professional goals.  

The Exhibition & Events support role will work closely with our Account Management team to oversee the logistics of our exhibition space made up of 25-30 exhibitors. They will also work alongside our Event Director to co-ordinate a range of other event tasks.

Responsibilities

• Oversee delivery and execution of exhibition area
• Liaison with exhibition partners (approx. 25) regarding everything stand related (inc. stand production, artwork review/sign off, managing all add-ons inc. furniture/activations/AV, access times for set up/de-rig, deliveries)
• Act as primary liaison with our stand builder, coordinating stand design, artwork production and sign off, stand add-ons, build requirements and installation schedule
• Own the exhibition timeline for:
• Artwork deadlines
• Artwork submissions from partner
• Stand mock‑ups to the partner
• Any stand additions inc. additional payment
• Registrations
• On‑site meet & greet
• Overall Floor Plan management in Exhibition area, ensuring:
• All maps/plans are accurate for partners and other
• Correct artworks are supplied
• Flooring placement & colour is correct
• Seamless build process
• Oversee design timelines and installation of Ops Stands within Exhibition space (inc. Juice/Coffee Bars, Networking area, Leaders Stands, Women's Sport Lounge)
• Lead on all furniture requirements for Exhibition space inc. partner stand furniture and add ons, Leaders Ops Stand furniture add ons
• Lead on carpet / vinyl / astro requirements within Exhibition space to ensure it is ordered and installed as per the floor plan

• Private Dinners / Evening Events (working alongside Account Manager)
• Manage all venues for partner and non-partner dinners and evening events
• Source menu options for each venue, liaise with account team to finalise inc. dietary requirements
• Liaise with venues and partner account managers on drinks package options and confirm
• Finalise quantities, costs and payment options
• Manage and finalise with venues arrival times and serving schedules

• Plants
• Produce plant matrix for requirements across the event (inc all rooms and any partner requirements for Exhibition stands)
• Liaise with plant provider to finalise order in line with budget
• Manage install and removal schedule with plant provider

• Registration
• Manage badge scanner and ipad matrix for registration and all events that require registration
• Order iPads based on requirements
• Creating registration lists for Social Tables and upload

• Lanyards
• Lead on design and production of lanyards and wristbands aligned to sponsorship opportunity

Who you are

-          Accomplished industry professional with excellent knowledge and thorough comprehension of event logistics and management of events

-          Creative, solution focused individual with the ability to think outside the box to deliver exceptional experiences

-          Effective trouble shooter, able to spot and resolve issues quickly and efficiently

-          Comfortable working in a high-pressured environment

-          An excellent communicator

-          Strong organisational, time management and prioritisation skills

-          Quick to absorb, process and retain large amounts of information A real people person able to build relationships with ease and a willingness to go out of your way to help your fellow team members succeed

Key experience required

-          Budget management

-          5 years event experience with 2-3 years as the main operations lead on large scale events  

-          Highly capable in the use of Microsoft Office (PowerPoint, Excel, and Word)

-          Experience using Cvent, Social Tables, Salesforce and Netsuite is desirable