Event Operations Manager

$60,000 - $67,000/Yr

Advertising Specialty Institute - Philadelphia, PA

Full-time - Senior

Philadelphia, PA

101-250 employees

Printing and Related Support Activities

About the position

The Event Operations Manager at the Advertising Specialty Institute (ASI) plays a crucial role in planning, managing, and executing the operational details for ASI Shows and hosted buyer events. This position is integral to ensuring the success of high-profile events within the promotional products industry, which is valued at $26.1 billion. ASI, as the largest global provider of technology B2B services in this sector, serves 25,000 clients across 53 countries, and is committed to inspiring, informing, and empowering its clients' success. The role requires in-person attendance at the office in Trevose, PA on Tuesdays and Wednesdays, as part of a hybrid work model. In this position, the Event Operations Manager will oversee various operational aspects, including managing transportation vendors and documenting housing arrangements for ASI staff at major industry shows in Orlando, Fort Worth, and Chicago. The manager will collaborate closely with internal and external clients and contractors to ensure seamless execution of all industry events. Reporting directly to the Director of Trade Show Operations, the Event Operations Manager will be a key member of the ASI Show department, working alongside the operations team to deliver successful trade shows and hosted buyer events. The responsibilities include reviewing hotel RFPs, creating processes for managing internal housing lists, assisting with post-show billing, ensuring accurate event information across platforms, and managing vendor relationships. The role also involves creating schedules, overseeing the production of events, and addressing any issues that arise during meetings or events. The Event Operations Manager will be expected to travel to ASI Shows and hosted buyer events as needed, ensuring that all operational details are meticulously handled to enhance the overall event experience.

Responsibilities

• Review hotel RFPs and make recommendations for event experiences at the ASI Gala and other hosted buyer events.
• Create repeatable processes for managing internal housing lists for ASI staff at ASI Show events.
• Work with housing vendors to procure housing for major industry shows.
• Assist with cost allocation of post-show billing to the finance team.
• Ensure event information details are accurate on event websites and all pertinent print and digital communications.
• Manage any issues that may arise during meetings/events and identify effective solutions in a timely manner.
• Manage details of production for high-profile events.
• Manage outside vendors, including contracts, agreements, and service arrangements.
• Create a schedule of events and serve as a point of contact, managing all updates and distribution of schedules.
• Oversee the creation of exhibitor service manuals.
• Manage special event set-up, including entertainment, transportation, signage, event collateral, etc.
• Present information during pre-convention meetings with internal stakeholders and vendor partners.
• Travel to ASI Shows and hosted buyer events as needed.

Requirements

• Bachelor's Degree required.
• 5+ years of experience as a tradeshow or event planner.
• 5+ years of experience working in an operations position.
• Demonstrates a strong attention to detail.
• Ability to manage deadlines efficiently.

Benefits

• Paid parental leave
• Health insurance
• On-site gym
• Dental insurance
• Paid time off
• Parental leave
• Employee assistance program
• Vision insurance
• 401(k) matching
• Childcare