Brittany King

Budget/Finance

• Create and maintain operations budget, with cost tracking throughout show cycle
• Create sponsorship spreadsheet comparing sponsorship price vs. cost to analyze margins year-over-year

Contracts/Agreements

• Researches new vendors/services as needed
• Negotiates contracts for key vendors, with team leadership
• Manages all vendors

Customer Service

• Assist exhibitors/sponsors with Exhibitor Service Manual questions/regulations
• Schedule site visits with sponsors/exhibitors as needed
• Answer hotel questions
• Creates and distributes staff housing form/travel info
• Creates Exhibitor Service Manual and all relevant forms

Housing

• Negotiates hotel contracts, keeping in mind the following goals
• Manages housing for vendors, staff and speakers
• Run housing reports on a weekly basis and distribute to staff
• Manage Master accounts with hotels

Logistical Duties

• Create and continually update operations timeline for event with tasks to be completed, specific deadlines, weeks out from the event
• Work with team to create schedules for all aspects of the event.
• Create and approve layouts for common areas such as attendee lounges, coffee break stations, registration area, etc.
• Create a list of signage and graphics to be produced
• Manage exhibitor and sponsor needs
• Oversee production of on-site structures
• Determine and coordinate A/V needs for conference sessions and meeting rooms

On-Site

• Travel to events, site selections and competitive events
• Oversees all logistics and operations during move-in and move-out
• Is the main point of contact for vendors
• Ensures that Exhibit Area is set correctly
• Assists exhibitors and sponsors with their event shipments and orders
• Ensures that all meeting/conference rooms are set correctly
• Places all signage orders and manages signage locations
• Manages set up, F&B, floral and electrical/AV needs for attendee lounges

Post Show

• Review vendors and rate their performance (annual)
• Compile and analyze final Housing Reports
• Compile and analyze Food and Beverage orders
• Write post show report for what worked and what didn’t at the event

Floor Plan Management

• Manages vendors (Expocad, GSC, A/V)
• Works with the show team to create the floor plan. Strategizes optimal traffic flow and areas for organic growth
• Works with Sales on space selection

Sponsorship Fulfillment

• Create and continually update sponsorship fulfillment matrix. Matrix should include:
• Manage vendors for item fulfillment
• Partner with Conference for any sponsors with speaking entitlements at conferences to ensure efficiency and clarity
• Manage sponsor communication
• Create Exhibitor Services Manual
• Create cost analysis on sponsorships so that the team is aware of margins and hard costs

Vendor Management

• Provides vendors with appropriate timelines/schedules
• Ensures vendors hit deadlines
• Manages vendor communication with our customers (e.g. exhibitors, sponsors, attendees)

Venue

• Research and prospect venues as needed
• Main PoC for the Hotel Event Manager
• Write and update event specs

• Responsible for obtaining, assisting, and advising prospective clients on which specialty event décor will meet their expectations and budgets.
• Create, update, and maintain event décor proposals and contracts, ensuring details are accurate throughout the cycle of each contract.
• Achieve and execute an overall design and look for clients’ events that is on-brand and on budget.

• Created and managed event budgets for both small and large-scale events.
• Worked closely with Business Media Group’s clients to design their events and execute all their event needs.
• Coordinated vendors, scheduled labor, created equipment lists to ensure a successful event set-up.
• Took an active role in set-up for event execution.

• Assisted the Senior Event Designer in proposing event décor, created, updated, and sent event décor proposals to clients.
• Worked closely with clients to design and select appropriate event décor, then created event packing lists, coordinated and supervised event set-ups, and maintained various calendars/schedules for management.
• Created and managed event budgets for both small and large-scale events.
• Coordinated vendors, scheduled labor, created equipment lists to ensure a successful event set-up.
• Took an active role in set-up for event execution.