Date 24 March 2025 

Role Exhibitor Services Manager  

Department Operations 

Prepared By Carmen Wagener 

Operations Team 

Carmen Wagener 

Operations Director 

Venolen Soobramoney 

Operations Manager 

2025 CALENDAR 

Event 

Intra-African Trade Fair 2025 

Live Event Dates 

04 – 10 September 2025 

Venue 

Palais des Expositions, Maritime Pine – Algiers, Algeria 

SCOPE 

Ensure smooth implementation of exhibitor services for the entire portfolio. 

Provide a high level of service to the Exhibition team, Exhibitors and Contractors. 

Understand and ensure that the customer is at the heart of every decision. 

RESPONSIBILITY 

COMPLIANCE 

Exhibitor Services Manager 

In terms of compliance, you will be required to: 

Collect all the exhibitor/contractor indemnities prior to the commencement of build-up. 

RESPONSIBILITY 

CONTRACTOR MANAGEMENT 

Exhibitor Services Manager 

In terms of contractor management, you will be required to: 

Understand supplier systems. 

Communicate with suppliers/contractors, ensuring they have the relevant information on rules and regulations as set out in the exhibitor manual, event build-up schedule, parking facilities, program of events etc. 

Manage the appointed contractors’ pre-event and on site and ensure delivery of all exhibitor services requirements (orders).  

Attend daily contractor meetings during the show period to discuss deliverables, red flags etc. 

RESPONSIBILITY 

EXHIBITOR BRIEFING 

Exhibitor Services Manager 

In terms of the exhibitor briefing, you will be required to: 

Timeously prepare your exhibitor briefing slides covering the different stand packages and compulsory order forms.  

Professionally present your section of the exhibitor briefing slides and assist with Q&A’s 

RESPONSIBILITY 

EXHIBITOR SERVICES 

Exhibitor Services Manager 

In terms of exhibitor services, you will be required to: 

Manage and oversee the entire exhibitor services process. 

Assist colleagues, exhibitors and stand builders with queries (pre and during the event). 

Do timeous and regular follow-ups with exhibitors who have not completed their service order forms. 

Provide the exhibitors with an Order Confirmation based on their stand requirements. 

Provide the accounts team with the Order Confirmation for invoicing (where applicable). 

Provide the Portfolio Director and Accounts Department with weekly updates of the services revenue schedule. 

Save all documentation received i.e., order forms, graphics, and correspondence online on the server (event specific). 

RESPONSIBILITY 

FINANCIAL MANAGEMENT 

Exhibitor Services Manager 

In terms of the financial management, you will be required to: 

Liaise and assist the accounts and customer service teams with exhibitor queries. 

Share a services revenue schedule with the Portfolio Director and Accounts on a weekly basis. 

Recon the supplier invoice(s) and submit the signed-off tax invoice and statement to the Operations Manager for processing. 

Keep within the budget that management has set out and inform the Portfolio Director of any red flags or problems. 

RESPONSIBILITY 

FLOOR PLANNING 

Exhibitor Services Manager 

In terms of floor planning, you will be required to: 

Co-ordinate and do regular floorplan audits with the assistance of the other team members. 

Check on exhibitor placement, stand size and package against the exhibitor list and contract.  

Revert with any irregularities to the Portfolio Director and Sales Co-Ordinator. 

Liaise with Sam Thabang on floor plan changes as requested by the show team. 

Keep track of any changes to the floorplans onsite and ensure that this is communicated to the appointed contractors and show team. 

RESPONSIBILITY 

GENERAL 

Exhibitor Services Manager 

Always act professional. 

Roll out and manage all operational / logistical requirements without supervision. 

Communicate professionally and timeously with the show teams, exhibitors and suppliers. 

Attend the scheduled weekly meetings with the show teams and Portfolio Director.  

Any problems with exhibitors/suppliers, or any other complaints made, must be brought to the attention of the Portfolio Director immediately. 

Attend meetings with exhibitors/suppliers (punctuality for appointments is considered professional courtesy and must be adhered to). 

Operational requirements 

All emails and telephone calls must be replied to within 24-hours to ensure a professional service. 

Your Outlook diary must be kept up to date with all external and internal meetings. 

Additional work hours will be expected from time to time to fulfil deadlines.  

Travel will be necessary (refer to the Operations Team Travel Schedule). 

Show a positive, upbeat front, keep cool and show a consistent character especially under high stress periods. 

Strive to over deliver in every area of the portfolio.  

Look at innovative ways to improve process, implement systems and deliver on quality and professionalism. 

RESPONSIBILITY 

ONSITE SERVICES 

Exhibitor Services Manager 

In terms of onsite, you will be required to: 

Be onsite as detailed in the Operations Team travel schedule.  

Manage the Exhibitor Help Desk. Oversee, and assist with the onsite services process. 

Assist exhibitors and suppliers with queries. 

Ensure all exhibitor orders (furniture, plant hire, carpeting, fascia’s, graphics etc.) are ordered, captured, invoiced, and in place for when the exhibitor arrives for build-up.  

Co-ordinate and manage suppliers on site to ensure exhibitor orders are fulfilled on time and accurately. Raise any red flags with the Portfolio Director. 

Ensure all services ordered and supplied onsite has been charged for. 

RESPONSIBILITY 

PRE-PLANNING 

Exhibitor Services Manager 

In terms of pre-planning, you will be required to: 

Work closely with the Portfolio Director / Operations Manager and show team and assist with any operational requests and queries. 

Attend team meetings. 

Assist with all scheduled floorplan audits. 

Source annual supplier costs pertaining to exhibitor services. 

Prepare the different exhibitor manuals and exhibitor service forms. 

Ensure that the exhibitor manual and service order forms is shared with the Marketing team who is responsible for loading it onto the exhibitor portal. 

Distribute the exhibitor manual timeously to all provisional/confirmed exhibitors and appointed contractors. 

Schedule handover meetings with the appointed suppliers/contractors prior to buildup to ensure all services and exhibitors requirements are discussed and confirmed. 

Attend contractor meetings during the show period to ensure a smooth delivery during buildup and breakdown. 

Create and maintain an exhibitor services file with copies of the exhibitor contract / service order forms. 

Keep accurate and up to date physical/digital files. 

Prepare two-way radio labels and sign-in schedules. 

Attend the run-through of the Onsite Staff Manual with the show team 

RESPONSIBILITY 

SAFETY MANAGEMENT 

Exhibitor Services Manager 

In terms of safety management, you will be required to: 

Obtain signed exhibitor indemnities (as part of the exhibitor service order forms). 

Highlight the difference between the Structural Engineer Certificate and Electrical Certificate of Compliance in the exhibitor manual and service order forms and ensure that exhibitors are invoiced where needed. 

RESPONSIBILITY 

SALES PROCESS 

Exhibitor Services Manager 

In terms of the sales process, you will be required to: 

Assist with supporting the sales team daily. 

RESPONSIBILITY 

SUSTAINABILITY 

Exhibitor Services Manager 

In terms of sustainability, you will be required to: 

Work with the Portfolio Director in preparing the information which forms part of the pre-show and live event communication to exhibitors in terms of deadlines, build-up procedures etc. 

RESPONSIBILITY 

VENUE MANAGEMENT 

Exhibitor Services Manager 

In terms of venue management, you will be required to: 

Consult with the Operations Manager should there be any venue related problems prior and during the live event. 

Please note this list is not exhaustive and you will be required to comply with additional duties as reasonably required from time to time. 

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