Project Manager - Events

As an Event Manager for Whitespace Group, you will oversee the seamless execution of multiple events and exhibitions, ensuring exceptional experiences for our clients and their attendees. You will be responsible for coordinating all aspects of event planning and execution, including logistics, budget management, and client communication. Collaborating closely with internal departments such as design, graphics, and installation & dismantle (I&D), you will ensure that projects are delivered on time, within budget, and to the highest standards of quality. Your role will involve managing event budgets, creating purchase orders, and liaising with clients to understand their needs and expectations. Additionally, you will play a key role in building and maintaining strong relationships with clients and suppliers to ensure the success of each event. Overall, you will be instrumental in driving the success and growth of our exhibitions and event design build company through flawless event
execution and client satisfaction.,

• Coordinate closely with internal departments such as Custom, Graphics, and Installation & Dismantle (I&D) to ensure smooth collaboration.


• Manage workload efficiently through a structured ToDo list, prioritising tasks effectively.


• Participation in pre-project Live calls with account managers.


• Lead Project Manager for all Multi Stand Event projects, ensuring comprehensive oversight.


• Collaborate closely with XPO Customer Experience team members to manage Exhibitor Artwork effectively.


• Maintain responsibility for overall project/event budgets.


• Generate Purchase Orders as necessary to facilitate smooth project execution.


• Regularly communicate with XPO administrators regarding Exhibitor orders.


• Effectively manage deadlines and timelines, ensuring clear communication with clients and production teams.


• Coordinate Artwork schedules for all Organiser areas efficiently.


• Ensure centralisation and accuracy of information in the Whitespace Group Portal.


• Provide onsite support during Event Build, working closely with the Operations Manager to maintain schedule adherence.


• Collaborate with Operations on Build schedule, Logistics, Shell stock allocation, and CAD drawing requests.


• Coordinate with Operations regarding Electrical Orders, ensuring timely issuance of Purchase orders and revenue capture.


• Facilitate Exhibitor orders for Graphics, Furniture, Carpet, and Electrics.


• Ensure accurate revenue capture and proper quote formatting.


• Conduct thorough Project/Event reconciliation and sign off, ensuring all Purchase orders and Expenses are documented in Filemaker.


• Initiate the transition of Jobs to Live status.


• Create comprehensive Graphic Briefs and Job Packs to guide production teams effectively.


• Collaborate closely with all production departments to meet project deadlines and ensure smooth execution.


Additional Responsibilities:

• Serve as a primary point of contact for clients, delivering exceptional customer service and addressing inquiries or concerns promptly.


• Stay abreast of industry trends and best practices to continually enhance event management processes and strategies.


• Support the development and implementation of new initiatives to improve efficiency and productivity within the events team.


• Mentor and provide guidance to junior team members, nurturing their professional growth and development.


• Assist in the preparation of post-event reports and analysis to evaluate project success and identify areas for improvement.


• Represent the company at industry events and conferences to network and promote the company's services.


• Collaborate with the sales team to identify new business opportunities and contribute to the development of proposals and pitches.


• Assist in managing vendor relationships, negotiating contracts, and ensuring the delivery of high-quality services and products.


• Undertake ad hoc tasks and projects as assigned by the Technical Operations Director to support the company's overarching objectives.


As duties and responsibilities change, the job description will be reviewed and amended in consultation with you.

The Event Project Manager will carry out any other duties as are within the scope, spirit and purpose of the job as requested by the Line manager or Head of Department.

The Event Project Manager will actively follow our company's policies including Equal Opportunities policies

The Event Project Manager will maintain an awareness and observation of Fire and Health & Safety Regulations.,
• Event Success Rate: Percentage of events executed successfully according to client satisfaction surveys.


• Budget Adherence: Percentage of projects completed within budgetary constraints.


• Timeliness of Project Delivery: Percentage of projects completed on or before the scheduled deadline.


• Client Satisfaction Score: Average rating based on client feedback surveys after each event.


• Revenue Growth: Percentage increase in revenue generated from events managed by the employee compared to previous periods.


• Team Performance: Evaluation of team productivity and collaboration through feedback from team members and supervisors.


• Vendor Relationship Management: Rating of vendor satisfaction and performance based on feedback and contract adherence.


• Quality of Deliverables: Assessment of the quality and accuracy of event deliverables such as graphics, signage, and installations.


Working Conditions:

• 09:00 - 17:30 hrs based in SW19 2QA


• Travel: This role may require occasional travel to event venues, client meetings, and industry conferences.


• Physical Demands: The position may involve standing, walking, and lifting light to moderate objects during event setup and teardown.


• Flexible Hours: The nature of event management may require working evenings, weekends, and holidays to accommodate client needs and event schedules.


• Fast-Paced Environment: The role operates in a dynamic and fast-paced event industry, requiring the ability to adapt quickly to changing priorities and deadlines.


• Collaborative Workspace: The employee will work closely with internal teams, clients, and vendors in a collaborative office environment.


We only accept applicants via our careers page https://life.whitespacegroup.uk/

No recruitment agencies please

We are a 2024 Circle Back Initiative Employer and commit to respond to every applicant in a timely manner.


• Industry experience required., Minimum of 3 years of experience in event management, preferably in the exhibitions or event design build industry.


• Proven track record of successfully managing multiple projects simultaneously.


• Experience in budget management and financial oversight.


Skills:

• Strong organisational skills with the ability to prioritise tasks and manage workload effectively.


• Excellent communication skills, both verbal and written, with the ability to liaise effectively with internal teams, clients, and vendors.


• Proficiency in project management tools and software, such as Filemaker, Microsoft Project, or similar.


• Attention to detail and a commitment to delivering high-quality results.


• Ability to work well under pressure and adapt to changing priorities in a fast-paced environment.


• Strong leadership skills with the ability to mentor and guide junior team members.


• Knowledge of industry trends and best practices in event management., Strong interpersonal skills


• Problem-solving ability


• Adaptability


• Attention to detail


• Leadership


• Client focus


• Strategic thinking


• Time management


• Resilience
  
  The Whitespace Group is an industry-leading exhibition design and production company specialising in award-winning custom and modular exhibiting solutions for companies throughout the UK & Worldwide. Are you ready to be part of a dynamic company that thrives on creativity, growth, and making a real impact in the Live Events industry? Look no further- Whitespace Group is your space to shine, collaborate, and leave your mark on the events world.