Exhibition Manager Europe – Part-time Contract

Job Title: Exhibition Manager Europe – Part-time Contract

Location: SPIE, Alexandra Gate, Cardiff

Department: Exhibitions

Reports to: Director of European Operations

Job Purpose:

We are seeking a detail-oriented and highly organised events professional responsible for managing our exhibitions both in the UK and continental Europe. The role includes customer service, handling logistics, supplier management, and exhibition-related health & safety oversight.

Key Responsibilities:

Exhibitions

• Serve as the primary operational contact for assigned exhibitions, managing each event from initial planning through onsite delivery and postevent evaluation using detailed project plans, timelines,
• Develop, monitor, and reconcile exhibition-specific budgets; manage expenditures within approved parameters; identify cost-effective solutions; and support achievement of financial and non-financial event objectives
• Develop and manage exhibition floor plans and space assignments, balancing the requirements of exhibitors, sponsors, pavilions, partners, and internal stakeholders while making effective use of available space
• Use applicable SPIE-internal systems and procedures to manage the running of exhibitions
• Support projects by providing progress reports to project teams including post-event summary
• Liaise with, and provide support to, Exhibitors to ensure the best possible experience
• Lead supplier sourcing, competitive bidding, contract negotiation, appointment, and performance management, with attention to service quality, cost effectiveness, contractual compliance, and organisational risk
• Lead onsite exhibition operations, including exhibitor move-in and moveout, contractor coordination, registration, security, catering, health and safety compliance, troubleshooting, and oversight of temporary staff and onsite support personnel
• Support exhibition and sponsorship sales activities for media sales
• Feedback to US Marketing and Exhibitions team to create relevant promotional materials

General

• Perform office duties as required to support the office such as:
• Use travel booking procedures
• Support inventory tracking and shipping for conference and exhibition
• Provide on-site support including:
• Customer service
• Registration support
• Distribution of materials

Skills & Qualifications:

• Degree in Event Management or Marketing or equivalent professional experience
• Proficiency in using or willingness to learn project management systems and software packages (e.g. CRM, CMS, Microsoft-based packages, Expocad, Asana, Atlassian, Client-owned software).
• Accuracy and attention to detail
• Experience with supplier negotiations and ongoing management.
• Excellent communication and organisational skills.
• Ability to work independently, exercise sound judgement within agreed scope and budget parameters, resolve conflicts, and make effective decisions under pressure

Working Environment:

Located in our Cardiff office, this position joins a small team of contractors providing support across the full spectrum of SPIE Europe’s activities. The successful candidate may also be asked to contribute to other projects and initiatives as business needs require.