Events Experience Manager.

Job Title: Experience Manager

Location: (Hybrid) 3 days per week in the office, London

Salary: £35,000-£45,000 - depending on experience

The Experience Manager at would be responsible for coordinating and managing the logistics and quality of events to ensure cost-effective and well-run experiences that provide customers with exceptional value. This role, based in Central London, may require occasional travel.

We are looking for candidates with 2,000+ attendees at exhibitions experience and ideally more than 10-15K sqm

Key Responsibilities:

1. Experience Planning and Internal Project Management

   • Collaborate with the project team to develop and implement the experience plan.
   • Participate in initial project meetings with the production and sales teams.
   • Brainstorm and schedule an experience plan.
   • Maintain regular communication with the event team through project meetings.
   • Brief all staff before each event.

2. Event Experience and On-the-Day Management

   • Ensure [Company Name Hidden] delivers high-quality events on the day.
   • Follow [Company Name Hidden] procedures for hosting events, including registration, staging, conference delivery, exhibition, catering, special events, and entertainment.
   • Meet and brief temporary staff before events.
   • Manage all onsite suppliers.

3. Cost and Budget Management

   • Contain and accurately manage event costs without compromising service quality and customer experience.
   • Minimize and maintain accurate records of all costs, including technical, speaker, venue, AV, and documentation.
   • Check, submit, and file all invoices.
   • Revise experience expenditure budgets according to revenue.
   • Allocate accurate operational costs in event budgets monthly and close post-event budgets.

4. Manage Suppliers

   • Cultivate and maintain supplier relationships while negotiating maximum service at minimum cost.
   • Appoint and brief venue, contractors, freight forwarders, registration system operators, AV, and minor suppliers.
   • Establish and manage floor plans in advance of exhibitor promotions.
   • Ensure all arrangements are documented in writing.
   • Foster positive supplier relationships and seek out advantageous business partnerships.

5. Exhibitor and Sponsor Management

   • Accurately brief sponsors and exhibitors on the logistical requirements of their participation at events.
   • Create, distribute, and follow up on online exhibition manuals.
   • Act as the primary customer service contact for all sponsor and exhibitor queries.
   • Coordinate signage, menus, stands, and other promotional features as per sponsor/exhibitor contracts.
   • Develop and manage the build-up timetable and oversee breakdown.
   • Compile exhibitor information for the onsite show guide.
   • Respond to emails and phone calls within 24 hours.

We Are Aspire Ltd are a Disability Confident Commited employer