Event Operations Coordinator

Informa Connect - Global Finance is part of a global business network that connects customers to information and people. The Event Operations Coordinator will manage all exhibitors for the National Restaurant Association Show, ensuring smooth event preparation and execution while providing excellent customer service.

Responsibilities

• Manages all updates, changes, and configurations to the exhibitor floor plan and participates in the floor plan review
• Requests updated utility port floor plans from Freeman
• Confirms they correctly match our floorplan and submits for updating in Booth 101 and FAQs on website
• Sends Freeman monthly exhibitor lists
• Tracks exhibitor priority points, including the history of the National Restaurant Association Show, and organizes exhibitor space selection criteria
• Assists with the production and maintenance of onsite exhibitor planning information
• Coordinates onsite exhibitor space selection communications
• Correlates invitations and database management for specialty booth programs including colleges, shares, NASDA, POP
• Travels to the National Restaurant Association Show as a vital onsite team member to assist with logistics and exhibitor support
• Responds to exhibitor inquiries via phone and email while providing positive customer experiences to the exhibitors and internal customers
• Acts as first contact for sales exhibitor related questions
• Assists with office hours, call campaigns and webinars for exhibitor education as needed
• Handles E354 and FHC confirmations and questions
• Manages out of date signature follow-up
• Processes exhibitor payments by generating and dispersing invoices/statements and assisting with collections when applicable
• Follows up on over payments, either push to apply to package/sponsorship or refund
• Remaining over payments at close of Show are transferred to new Show or refunded if not renewed
• Manages and serves as the primary administrator of the exhibitor database
• This includes being the lead for MYS Zendesk tickets, running the weekly meeting, and keeping MYS personnel on time with goal of 2-week turnaround time for tickets
• Manages Exhibitor Dashboard setup and updates, including Service Kit tiles and forms
• Works with Registration Manager to review and prepare exhibitor badge registration, list rental, and lead retrieval
• Creates and sends exhibitor confirmation documents
• Takes ownership of the Service Kit
• This will include updating dates, links, and colors as well as reading through the entire kit (PDFs, website, FOL, etc.) asking questions on items they don’t know as well as making suggestions and recommendations on items that they feel needs clarification to exhibitors, especially for first-time exhibitors
• Coordinates with Marketing to update website for service kit launch for publishing
• Manages Alcohol exhibitor review, approval, and all communications
• Acts as liaison with Savor for approved alcohol exhibitors and sampling and F&B sampling exhibitors
• Works with the Exhibitor Services team members to learn OSSS and MYS new show processes
• Helps check items for errors and takes on tasks as possible
• Quality checks of application/account information, reports, custom fields and details, planner messages and usage, past due report for balance transfers, plumbing access
• Tracks and processes exhibit cancellations, approvals and website link applications while organizing data trends to provide information/feedback to the sales team
• Supplies GDPR no lists for Marketing dept. request emails
• Processes specialty requests for Restaurant Show (i.e. F&B sampling forms, export interest, etc.)
• Be a productive member of the Exhibitions team, working to accomplish departmental and team goals
• Support internal team members and departments following the mission and values while promoting Informa Connect culture
• Assists department managers with special projects as needed including KI
• Enthusiastically take on additional relevant tasks to ensure the success of the National Restaurant Association Show

Skills

• 1-3 years of experience in customer service, events, hospitality or a trade show environment preferred or relevant internship experience
• Strong writing, reading, and math skills
• Strong verbal and written communication skills
• Computer proficiency (Excellent knowledge of Excel, Word, Outlook, and PowerPoint applications)
• Ability to learn other computer software programs and enter and maintain accurate data/information
• Basic trade show knowledge
• Basic knowledge of office equipment such as scanner and telephone
• Ability to maintain the confidentiality of work records
• Strong organizational and time management skills
• Creative problem-solving skills
• Strong interpersonal skills
• Ability to work as part of the Exhibitions Team and to work independently
• Strong analytical and critical thinking skills
• General understanding of the restaurant industry/business environment

Benefits

• Great community: a welcoming culture with in-person and online social events, our fantastic Walk the World charity day and active colleague groups and networks promoting a positive, supportive, and collaborative work environment
• Broader impact: take up to four days per year to volunteer, with charity match funding available too
• Career opportunity: the opportunity to develop your career with bespoke training and learning, mentoring platforms and on-demand access to thousands of courses on LinkedIn Learning. When it’s time for the next step, we encourage and support internal job moves
• Time out: 15 days PTO rising to 20 after three years and 25 after six years, plus 10 national holidays, a birthday leave day and the chance to work from (almost!) anywhere for up to four weeks a year
• Competitive benefits, including a 401k match, health, vision and dental insurance, parental leave and an ESPP offering company shares at a minimum 15% discount
• Strong wellbeing support through EAP assistance, mental health first aiders, free access to a wellness app and more
• Recognition for great work, with global awards and kudos programs
• As an international company, the chance to collaborate with teams around the world

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