Event Operations Manager

Location: London - Hybrid

Employment Type: Full time

Department: Event Operations

Reports to: Operations Director

About the Role:

IQPC is looking for an organised, proactive, and solutions-focused Event Operations Manager to lead the operational delivery of our events from initial planning through to completion.

You will be responsible for ensuring every event is delivered smoothly, on time, and within budget. Working closely with internal teams, sponsors, speakers, venues, suppliers, you will coordinate the many moving parts required to deliver high-quality events and exceptional attendee experiences.

This is a hands-on role suited to someone who thrives in a fast-paced environment, has excellent attention to detail, and can remain calm and decisive when dealing with changing priorities and unexpected challenges.

Responsibilities of the Event Operations Manager will include:

As the Event Operations Manager, you will be responsible for all pre-event communications with sponsors and speakers, as well as overseeing the planning, coordination, and operational elements required to deliver a successful event.

Responsibilities include;

Sponsors

• Build and maintain strong relationships with sponsors throughout the event lifecycle, ensuring all requirements, documentation, branding assets and materials are received accurately and within agreed deadlines.

• Coordinate the delivery of sponsor branding across all relevant event signage, digital platforms, event documentation and onsite materials, ensuring brand guidelines are consistently met.

• Manage the onsite delivery of sponsor activations and hospitality, including meetings, seat drops, drinks receptions, lunches, private dinners and other bespoke requirements.

• Maintain close communication with Sponsorship Managers to ensure sponsor expectations and contractual deliverables are understood and successfully delivered before, during and after the event.

• Take a proactive approach to identifying opportunities to enhance the sponsor experience and increase brand visibility and engagement throughout the event.

Speakers

• Act as the primary point of contact for speakers throughout the event planning process, coordinating biographies, headshots, presentations and any special requirements.

• Coordinate speaker logistics, including travel, accommodation and onsite requirements where applicable.

• Ensure speakers are fully prepared ahead of the event, with presentations, technical requirements and supporting materials received and confirmed within agreed deadlines.

Venue & Supplier Management

• Act as the primary point of contact with the venue following contract confirmation, managing the operational relationship through to event completion.

• Coordinate and confirm all venue requirements, including room layouts, floor plans, set-up schedules, menus, drinks receptions, AV requirements and final guest numbers.

• Manage accommodation requirements, including preparing and submitting rooming lists for staff, speakers and other relevant attendees.

• Source, brief and manage external suppliers and contractors as required, ensuring services are delivered to the required standard and within agreed budgets.

• Negotiate supplier pricing and terms to secure the best possible value while maintaining quality and service standards.

Budget Management

• Support the event budgeting and forecasting process, including participation in regular reforecast meetings.

• Obtain, collate and evaluate supplier quotations, negotiating competitive pricing and favourable terms wherever possible.

• Monitor operational expenditure throughout the event lifecycle, ensuring costs remain aligned with the approved budget.

• Support the Event Manager in identifying cost-saving opportunities without compromising the quality of the attendee or sponsor experience.

• Ensure all operational costs are accurately tracked and communicated in a timely manner.

Onsite Event Management

• Act as a key operational point of contact onsite, ensuring all aspects of the event are delivered seamlessly and according to plan.

• Oversee event set-up, live delivery and breakdown, coordinating venues, suppliers, staff, speakers, sponsors and other stakeholders as required.

• Conduct onsite checks and ensure all operational, branding, production and logistical requirements are in place prior to the event opening.

• Provide a high level of customer service to attendees, responding promptly and professionally to enquiries, requests and concerns.

• Work collaboratively with internal teams throughout the event to ensure clear communication, smooth delivery and a consistent attendee experience.

Who are we looking for?

• Events management Degree or equivalent work experience

• 2+ years’ experience preferred, ideally gained within the B2B sector

• Ability and willingness to travel to USA

• Excellent Organisers who can prioritise tasks and coordinate effectively under pressure

• Self-starters who welcome the opportunity to work autonomously, at pace and across multiple projects

• Has proven experience in event operations, event management, hospitality, venue management, or a similar environment

• Has experience managing events from planning through to live delivery

• Is highly organised with excellent attention to detail

• Can manage multiple deadlines simultaneously

• Has excellent written and verbal communication skills

• Has a practical, hands-on approach and is willing to get involved in all aspects of event delivery

• Is a strong problem solver who can anticipate challenges and find effective solutions quickly

What we offer you:

• A hybrid work environment with an office in central London (3 days in office / 2 days at home)

• Full training for the role through in-house managers

• Career growth opportunities within the company as you gain more experience

• A supportive and fair work environment with equal opportunities for all

• 25 days holiday entitlement per year (plus 1 extra day for each full year of service up to a max. of 30 days)

• Health Cash Plan providing a range of wellbeing benefits

• Life Assurance Scheme

• Optional Pension Scheme (3% employer contribution, 5% employee contribution)

• Access to Victoria Privilege Card (discounts at local retailers, restaurants, etc)