Event Operations Coordinator

We’re part of Informa, a global business with a network of trusted brands in specialist markets across more than 30 countries, and a member of the FTSE 100.

Our purpose is to connect our customers to information and people that help them know more, do more and be more. No other company in the world helps more people share professional knowledge or make business connections.

We run around 800 events each year, create digital platforms based on engaging news and information content, and operate professional development programmes for individuals and businesses.

At FAN EXPO HQ, we’re a group of dedicated event professionals and dragon slayers, who come together to create a vastly growing portfolio of pop-culture events across North America (and slay dragons, of course).

As the largest producer of pop-culture events in North America, our significant event portfolio includes FAN EXPO Canada, Calgary Comic & Entertainment Expo, MEGACON Orlando, FAN EXPO Dallas, FAN EXPO Boston, FAN EXPO Denver, FAN EXPO San Francisco, FAN EXPO Philadelphia, FAN EXPO Chicago and more.

FAN EXPO HQ is a division of Informa, the world’s leading events company, and together we create opportunities for fans to explore and celebrate all things pop-culture, through operational excellence, fandom expertise, and out-of-this-world content.

Are you a logistics wizard with a knack for orchestrating unforgettable experiences? Do you thrive in fast-paced environments where creativity meets precision? Can you manage floor plans, vendor negotiations, and event logistics with the finesse of a seasoned pro? If so, we’ve got the perfect role for you!

We’re on the lookout for an Event Operations Coordinator to join our vibrant team of event professionals. You will be at the forefront of delivering world-class events that leave a lasting impression. From managing venue partnerships and exhibitor communications to overseeing on-site logistics and health & safety compliance, you’ll be the backbone of our operations, ensuring every event runs seamlessly. If you’re ready to bring your A-game and make an impact, we want YOU on our team!

Ready to embark on a new and exciting adventure? Read on.

This role is based in our Toronto office.

Key Responsibilities:

Event Planning and Execution:

• Assist in planning and managing all logistical aspects of events, ensuring timely and budget-conscious delivery.
• Continuously seek opportunities to improve event delivery, creativity, and efficiency.

Vendor and Partner Management:

• Co-manage relationships and negotiate partnerships and costs with venues, hotels, and external suppliers, including AV, general services, cleaning, F&B, staffing agencies, signage, registration, security, decorators, and contractors.
• Support the Show Director in managing key partner relationships and deliverables.

Sales and Exhibitor Liaison:

• Act as the liaison between the sales team and show management regarding floor plans, room layouts, and booth regulations.
• Obtain necessary approvals from relevant authorities for event layouts and designs.
• Manage exhibitor and sponsor communications related to operational details of the event.

On-Site Event Operations:

• Oversee event move-in/move-out logistics, event setup, and staffing.
• Ensure health and safety compliance on-site and within the office.
• Manage show and office supplies, assets, and storage (onsite, warehouse, and third-party storage).

Budget and Financial Management:

• Work on operational budgets, year-over-year proposal analysis, invoice review, and reconciliation.

Registration and Ticketing:

• Oversee the maintenance and growth of registration processes, ticketing systems, and badge distribution.

Website and Operational Updates:

• Manage operational updates to the event website, ensuring efficiency and accuracy.

Industry Knowledge and Collaboration:

• Maintain knowledge of contractors, venues, and industry best practices to evaluate services and facilities.
• Collaborate with sales, sponsorship, and marketing teams to streamline processes and suggest improvements.
• Work with senior management to enhance product and service offerings across the portfolio to maintain market leadership.

Office Operations:

• Manage the effectiveness of office operations and assist with diverse tasks across the portfolio and office.

Skills:

• Highly organized and detail-oriented.
• Strong time management skills with the ability to adapt to changing priorities.
• Ability to work under pressure, balance workloads, and meet tight deadlines.
• Critical thinker with the ability to suggest improvements for events and processes.
• Strong verbal and written communication skills.
• Positive attitude, strong work ethic, and a team player.

Education and Experience:

• College or University degree in Event Management, Business Management, or Project Management.
• 2–5 years of operational and/or event management experience.
• Experience with Illustrator and floor planning is considered an asset.
• Experience with Salesforce or other CRM platforms is considered an asset.
• Logistics experience is considered an asset.
• Proficient in Microsoft Office applications.

Additional Requirements:

• Must be available to work evenings and weekends during event dates.
• Travel to 4–5 events per year within Canada and the US; a valid passport is mandatory.

 

We believe that great things happen when people connect face-to-face. That's why we work in-person with each other, or with customers and partners, three days a week or more. When you’re not spending time together in one of our offices or other workplaces – like at an Informa event – you get the flexibility and support to work from home or remotely.

We work hard to make sure Life at Informa is rewarding, supportive and enjoyable for everyone. Here’s some of what you can expect when you join us. But don’t just take our word for it – see what our colleagues have to say at LifeAt.Informa.com

Our benefits include:

• Great community: a welcoming culture with in-person and online social events, our fantastic Walk the World charity day and active diversity and inclusion networks
• 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
• Comprehensive time off package: 10 vacation days, 8 paid emergency days, 1 paid day to celebrate your birthday and up to 4 paid volunteering days
• Work from almost anywhere for up to 4 weeks per calendar year
• Competitive benefits, including Share Match program
• 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

 

The salary range for this role is $55,000 - $65,000 based on experience. 

This posting is for an existing vacancy.

We’re not solely focused on a checklist of skills. We champion energy and ambition and look for colleagues who will roll their sleeves up, join in and help make things happen. If it sounds like a match and you have most – although not all – of the skills and experience listed, we welcome your application.

If you would like to request reasonable adjustments or accommodations to assist your participation in the hiring process and, or in the advertised position, please inform the appropriate Talent Acquisition Partner for the role once they have been in touch. Your request will be reviewed and considered in confidence.  At Informa, you'll find inclusive experiences and environments where all perspectives and backgrounds are welcomed. As part of this approach and our diversity and inclusion commitments, we are also formally an Equal Opportunities Employer. This means we base decisions on relevant qualifications and merit and do not discriminate on the basis of key characteristics and statuses, including all of those protected by law. Ask us or see our website for full information.

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