Side Events Manager

About Us

Ultimate Group is a global leader in fintech media, marketing and events. As a dynamic house of brands including iFX EXPO, Finance Magnates Summits, REALTYon, Finance Magnates, Investing Live and UF Agency we connect key players across trading, investing, fintech, real estate and financial services. Our integrated platforms drive business growth, industry insight and meaningful global connections.

At Ultimate Group, our core values Innovation, Trustworthiness, Adaptability and Responsibility guide everything we do. We are committed to creating an exceptional employee experience by prioritising our people and cultivating a culture of growth, collaboration and integrity. As we continue to evolve and expand, these values remain central to how we work, lead and succeed together.

As a certified Great Place to Work®, we recognize and value every team member, celebrate their unique talents, and promote from within. At Ultimate Group, you’ll be part of a dynamic, forward-thinking team where your personal and professional growth knows no limits.

Job Description

We are seeking a highly organised and detail-oriented Side Events Manager to support the planning and execution of satellite events, networking parties, receptions, and hospitality experiences held alongside our global exhibitions.

 

The successful candidate will coordinate the operational delivery of sponsored and company-hosted side events, ensuring a high-quality attendee experience while supporting the development and maintenance of venue and supplier information across our global event portfolio. 

 

Working closely with the Director of Event Operations and internal stakeholders, this role will help ensure side events are delivered efficiently, on budget, and in line with company standards.

Requirements

Responsibilities

• Coordinate the planning and execution of social and networking events associated with exhibitions, including sponsored side events, welcome parties, night parties, networking receptions, and closing parties.
  

• Assist with venue research, sourcing, and booking for side events across global event locations.
  

• Liaise with venues, suppliers, and vendors (AV, décor, entertainment, staffing, catering, transportation) to obtain quotations, coordinate logistics, and ensure timely delivery.
  

• Support sponsor requirements by coordinating agreed event deliverables with the Business Connect team.
  

• Actively collaborate with the wider Operations team to align schedules and plans around the main expo
  

• Prepare event documentation including timelines, production schedules, supplier checklists, function sheets, and operational briefs.
  

• Track event budgets, purchase orders, and invoices, ensuring expenditure remains within approved budgets.
  

• Support cost comparisons and supplier negotiations to achieve value for money while maintaining quality standards.
  

• Coordinate internal approvals and assist in preparing operational documentation, including health and safety requirements and risk assessments where applicable.
  

• Support on-site event delivery when needed, assisting with supplier management, event setup, attendee experience, and issue resolution during live events.
  

• Prepare post-event reports, supplier feedback, and event evaluations.
  

• Maintain an up-to-date database of venues, suppliers, entertainment options, and event concepts across all exhibition locations.
  

• Assist in compiling and maintaining a list of venue information, pricing, capacities, and logistical details to support future event planning and commercial opportunities.
  

• Collaborate with the wider Operations Team, Sales, Marketing, Design, Registration, and Business Connect teams to ensure successful event delivery.
  

Skills:

• Proven expertise in event operations and logistics management for international exhibitions and networking events.
  

• Strong project management skills with the ability to manage multiple projects and deadlines simultaneously.
  

• Ability to prepare and manage event documentation, including production schedules, timelines, function sheets, and operational briefs.
  

• Experience coordinating vendors and suppliers, including AV, catering, entertainment, décor, transportation, and event staffing.
  

• Knowledge of event health & safety requirements, risk assessments, and operational compliance.
  

• Excellent stakeholder management skills, with experience collaborating across Operations, Sales, Marketing, Design, Registration, and Business Connect teams.
  

• Experience supporting sponsor deliverables and coordinating commercial event requirements.
  

• Strong negotiation and procurement skills with the ability to secure high-quality services while optimizing costs.
  

• Proficiency in Microsoft Office Suite, particularly Excel, Word, and PowerPoint, with experience using project management and event management software.
  

Reporting Line

This role reports to the Side Events Lead and works collaboratively with the Operations, Sales, Marketing, Design, Registration, and Business Connect departments.