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.