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Conference Operations Manager
2 weeks ago
**We are Recruiting - Conference Operations Manager**
**Location**
ICS employees work in a predominantly remote work environment.
**The Company**
A highly respected player at an international level, International Conference Services Ltd. (ICS), is a Professional Conference Organizer in business for over 45 years that works with national and international associations, and organizations, to host conferences, events, and tradeshows. Our work is very purposeful, and we are truly “connecting people to facilitate change in the world.” With over 80 staff members working remotely across North America, Europe, and Asia, we are truly an international team, and we leverage the strengths that our diversity brings.
**Remote-First Work Environment**
ICS employees work in a remote-first work environment. Our employees truly enjoy the flexibility that remote work brings, and we work hard as a company to stay connected through weekly all-hands meetings and annual in-person get-togethers. Remote work is an important part of our business strategy and will not change post-COVID.
**The Culture**
ICS operates in a true “team” environment - trust, support, and empowerment of each other are very important to our culture. We know that we work better as a team, and we regularly celebrate our collective accomplishments. We pride ourselves on being innovative, solutions-oriented and are able to think outside the box, which keeps us all learning and growing as professionals together. We care deeply about creating exceptional experiences for our clients and pride ourselves in our many long-term relationships we have cultivated.
**Responsibilities**
- In conjunction with other functional departments, develops meeting space allocation plan and validates with client needs (meeting space for program, exhibit floorplan, catering spaces, etc.)
- Conducts site inspections to conference venues and evaluates suitability and required adjustments; analyzes venue proposal and estimate, and negotiates on clients’ behalf—makes detailed recommendations
- Conducts site visits of social event venues, evaluates suitability, analyzes proposals and estimates, and negotiates on clients’ behalf—makes detailed recommendations; coordinates any transportation needs with vendors
- Contracts with hotels and vendors for appropriate space; defines room setups with client
- Plans audiovisual requirements for small _and_ large events with multiple concurrent sessions; sources suppliers, analyzes proposals; on-site, monitors setup and ensures equipment is delivered and installed in a timely manner
- Manages food and beverage orders for conference, social events, and ancillary meetings; ensures deliverables are met and on time
- Works with general service contractors for show management build as well as commercial exhibits, décor, scientific posters, catering, etc.
- Organizes event-related shipping with freight forwarder/transportation company, as well as drayage and storage at venue; assumes responsibility for conference materials handed out to attendees (i.e., bags, programs, promotional items, etc.)
- Organizes bus shuttle plan with local transportation company and monitors execution if needed
- Reviews, reconciles and approves vendor contracts and invoices
- Compiles function sheets for each event and circulates to relevant stakeholders
- Assesses on-site security needs for client and PCO, drafts requirements and sources vendor
- Compiles risk management plan and event services guide, to be circulated among all stakeholders
- Implements procedures and monitors negotiated savings on total congress spend to ensure internal and external expectations of savings/cost are being met
- Oversees correct and efficient use of database and systems for accurate client reporting as well as procurement and vendor comparative analysis
- Anticipates issues and proactively troubleshoots emerging problems on event days
- Recruits volunteers, liaises with staffing agency, and trains support staff on-site
- Sources photographer/videographer and drafts on-site schedule and deliverables
- Relays to appropriate departments all program related cheque requests, purchase orders and expense reports
- Implements ICS standard operating procedures (SOPs) and develops and implements customer-specific SOPs
- Conduct regular internal department meetings to review status and needs of each conference with all planners and service providers, and fulfillment of SOW
- Sources for materials and negotiates cost-effective prices from suppliers
- Schedules pre-conference meetings with all cross-functional contributors
- Drafts final report with operational recommendations for next congress
- Makes recommendations to supervisor concerning new contracts or renewals with suppliers of contracted services. Monitors operation of services according to agreements
- Organizes general liability and even cancellation insurances (as required)
- Works with sponsors and exhibitors on the fulf
