Event Operations Manager

1 month ago

Birmingham, United Kingdom InspiredMinds! Full time

InspiredMinds is a global AI and emerging technology group focused on AI4Good. Our mission is to ensure that AI and emerging technology is inclusive, equitable and safe. We bring together the global AI ecosystem from Enterprise to BigTech, Startups, Investors, and Science. We are the world's largest and most active AI community of over 220,000 in 160+ countries, and have 20 years of experience in technology and large-scale festival-style summits. We are at the forefront of AI innovation, united tech innovators, rule breakers and change makers.


OUR CULTURE

Our culture is our biggest asset - we really care about our mission, striving towards AI4Good. We are aligned with the United Nations Sustainable Development Goals and our “why” is to ensure that emerging technology is inclusive, equitable and safe.


We have a core team of very talented people working behind the scenes to make sure that our community has a great experience and we’re always thinking of new ways to make things better.


We're looking for attitude, we want you to take risks and recognise that failure is just part of the journey. We want you to love people, love what you do and love working as a team. We want you to be rebellious and constantly challenge the world around you and always look for opportunities to improve and innovate. We don't do status quo here.


THE ROLE

This pivotal role offers a highly motivated and detail-oriented Events Operations Manager the opportunity to lead the planning, execution, and delivery of our global events. You will manage the end-to-end logistics, ensuring a seamless experience for attendees, partners, and speakers.


This role is ideal for someone who thrives in the dynamic world of international events & expos, particularly within the fast-evolving AI sector. If you're excited about orchestrating high-impact summits that bring together the brightest minds in technology, and you have the organisational acumen and problem-solving skills to make it happen, we want you on our team


Key Responsibilities:

Event Logistics:

  • End-to-End Event Coordination: Oversee the entire logistics lifecycle of our global AI summits, from initial planning through to on-site execution and post-event wrap-up. This includes managing multi-day conferences in various international locations, each with unique logistical requirements.
  • Supplier & Vendor Management: Build and maintain strong relationships with international suppliers, including venues, AV teams, and external planning teams, to meet the diverse needs of our global audience.
  • On-Site Event Support: Lead logistics on the ground for in-person events, ensuring a seamless blend of physical and digital experiences.


Project Management:

  • Milestone Tracking & Timelines: Develop detailed project plans for each summit, aligning cross-functional teams on key deadlines for content, marketing, sponsorships, and logistics.
  • Cross-Functional Collaboration: Work closely with teams across content development, marketing, partnerships, and technology to ensure each summit runs smoothly.
  • Task Prioritisation: Prioritise activities, ensuring that critical event components are ready on time.
  • Contingency Planning: Anticipate potential challenges in hosting events across different regions, including time zone differences, cultural nuances, and international compliance. Develop robust contingency plans to handle any issues that may arise.


Budget Management:

  • Budget Creation & Monitoring: Build detailed budgets for large-scale international summits, factoring in the complexities of overseas venues and global suppliers.
  • Cost Control: Monitor real-time expenses and adjust plans as necessary to keep costs under control while delivering a high-quality experience that aligns with our brand standards.
  • Vendor Negotiations: Negotiate contracts with international venues, service providers, and technical vendors to optimise costs while maintaining quality and reliability.
  • Financial Reporting: Conduct post-event financial analysis, tracking budget variances and identifying opportunities for cost savings in future summits.


Problem Solving:

  • Real-Time Issue Resolution: Be the go-to person on the ground during live events, handling challenges and changes with agility and confidence to maintain a seamless experience.
  • Proactive Risk Management: Continuously monitor event activities for potential issues, addressing them before they escalate to maintain the high standards expected at our summits.
  • Process Optimisation: Analyse previous summits to identify operational inefficiencies and implement improvements that enhance scalability, especially as we expand into new regions and formats.


Requirements

  • 3+ years of experience in event operations or event management, preferably in tech or AI industries.
  • Proven track record of managing large-scale events with expo spaces.
  • Exceptional communication and negotiation skills, with experience working with multiple stakeholders.
  • Ability to work independently in a remote environment, managing projects across various time zones.
  • High proficiency in event management software, CRM tools, and online collaboration platforms.
  • Strong attention to detail, proactive mindset, and ability to thrive under pressure.
  • Passion for AI, technology, and delivering top-tier events.


Benefits

  • Competitive salary, DOE
  • Generous holiday allowance (22 days excluding Bank Holiday)
  • Travel to meetings/events globally
  • Lots of training and development opportunities
  • Some flexible working procedures in place
  • Staff share options
  • Great working culture and the chance to be part of something really progressive that rewards hard work and an understanding of event cycles

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