Event Operations Lead: Tradeshow & Onsite Excellence

emeraldx; Alpharetta (GA); Hybrid; USD 70,000 - 80,000; Full time

Benefits offered by this job

Unlimited vacation

Flexible work locations

401(k) match

Medical coverage

Job summary

EmeraldX seeks an Event Operations Manager to lead planning and execution of tradeshows and events, collaborating with internal teams and external partners to manage budgets, logistics, and onsite operations.

The ideal candidate is organized, collaborative, and thrives in fast-paced environments, upholding EmeraldX's values of people, leadership, agility, commitment, and excellence. This role offers flexible locations and a comprehensive benefits package.

Qualifications

• 3+ years of experience in event operations
• Strong understanding of event planning principles, requirements, and procedures
• High emotional intelligence and calm under pressure
• Ability to stay highly organized and efficient while handling multiple shows with overlapping planning and execution cycles
• Proven experience leading a team and managing external partners
• Demonstrated ability to create and manage event budgets
• Proficient in Microsoft Word, PowerPoint, Excel, Outlook; SmartSheet and A2Z experience a plus
• Ability to travel up to 50% including extended time on show site for move-in, show execution, and move-out

Responsibilities

• Plan and execute all assigned events and support others as needed
• Develop show production timelines to ensure proper and timely coordination of all event components
• Facilitate pre-show and post-show event meetings and participate in weekly show team meetings
• Develop operations post-event assessment to ensure feedback document issues that inform future planning
• Develop and maintain event budgets and expenses, including identifying cost saving measures related to operating expenses
• Manage budget revisions and monthly accruals
• Maintain payment schedules and contractual deposits
• Process vendor invoices for payment and reconcile credit card expenses in alignment with monthly deadlines
• Create RFPs for ancillary vendors, review and analyze proposals and provide recommendations to leadership for vendor selection
• Manage SOWs and schedules for core show partners, such as first aid, security and cleaning
• Review facility and hotel contracts as required
• Submit and monitor exhibit hall, registration, and special event floor plans
• Coordinate all expo logistics, show design concepts, and signage with the General Service Contractor
• Manage signage plans, graphic production, and onsite placement accuracy in collaboration with the Marketing and Creative teams
• Oversee the production of the exhibitor service manuals, which outline all pertinent information, rules, and regulations for the show
• Manage booth approvals and rule enforcement with exhibitors
• Work closely with Sales and Marketing to development Sponsorship opportunities and manage their fulfillment costs and logistics
• Plan and manage lounges and specialty areas on the show floor
• Collaborate internally on housing requirements for staff, VIP, speakers, etc. as required
• Actively manage show housing in coordination with the housing agency and work collaboratively to ensure attrition is avoided
• Contract venues/spaces, manage logistics, and oversee execution of special events
• Assist with the conference program as directed, including supporting audio-visual contracting/coordination, meeting room setups, and related signage, etc.
• Lead onsite operations across move-in, show staging, and move-out, ensuring timelines, safety standards, and service requirements are met
• Manage onsite vendors and coordinate with venue teams and Emerald colleagues to problem solve in real-time
• Maintain exhibitor, sponsor, and attendee experience standards through active floor management and problem resolution
• Ensure compliance with facility regulations, union requirements, and emergency procedures throughout the event
• Document issues and opportunities for future events to be shared in post-event assessment
• Ensure a positive and collaborative spirit is maintained in all interactions with colleagues, partners, and customers

Skills

Event planning

Budget management

Vendor management

Onsite operations

Team leadership

Logistics coordination

Attention to detail

Communication

Travel coordination

Tools

MS Office

SmartSheet

A2Z Expo

Job description

EmeraldX seeks an Event Operations Manager to lead planning and execution of tradeshows and events, collaborating with internal teams and external partners to manage budgets, logistics, and onsite operations.

The ideal candidate is organized, collaborative, and thrives in fast-paced environments, upholding EmeraldX's values of people, leadership, agility, commitment, and excellence. This role offers flexible locations and a comprehensive benefits package.