Talent Operations Coordinator

FAN EXPO HQ is the largest comic con event producer in the world.  Our mission is to deliver the ultimate fan experience through our growing portfolio of events, which includes MEGACON Orlando, FAN EXPO Dallas, FAN EXPO Boston, FAN EXPO Denver, FAN EXPO San Francisco, FAN EXPO Canada, Calgary Comics & Entertainment Expo, FAN EXPO Vancouver, and more.

FAN EXPO HQ is a division of Informa, the world’s leading events company, and together we create opportunities for fans to explore and celebrate all things pop-culture, through operational excellence, fandom expertise, and out-of-this-world content.

Just as no two days are the same, at Informa Connect we recognise that no two people are the same, putting diversity and inclusivity at the heart of what we do. This doesn’t happen by chance. We actively work to create a shared culture. It’s a place where individuals bring their own experience and insights to discover new opportunities and build a varied career.  We want you to thrive as part of a fantastic community.  We champion you.

Ready to embark on a new and exciting adventure? Read on.

As Talent Operations Coordinator at Fan Expo HQ, you will be responsible for the coordination and execution of all Guest related deliverables for each event as assigned.

Your responsibilities will include (but not limited to):

• Main point of contact for all Guest and Staff travel bookings (+/- 200 flights per event)

Tasks include:

• Negotiating options with Guest/Agent/Manager to maximize client satisfaction, whilst also keeping a strong control on costs by carefully managing additional hotel nights, selecting off-peak travel hours, etc.
• Managing data entry of all flights into Guest itineraries with a high level of attention to detail

Manage all aspects of the event’s hotel room blocks of over 500 room nights across 3 – 5 properties for all staff & guests

Tasks include:

• Working directly with Housing Managers of each property to provide and make changes to the rooming lists to match flight bookings
• Managing data entry of all hotel bookings into Guest itineraries with a high level of attention to detail
• Reviewing and ensuring that we are assigning guests at the correct properties to utilize comp rooms and additional perks

During / Post Show:

• Generate all travel and event itineraries including flight, hotel, ground transportation, and event schedule for each Guest to be sent out 2 weeks pre-event
• Work closely with Show Managers and Operations team to determine on-site support needed and assign and train each lead hired
• Work closely with Talent agents on client’s overall requirements prior to event and ensure the execution of those requirements on-site
• Prepare hotel packages (badges, welcome letters, instructions) for delivery to guests upon arrival
• Reviewing master hotel books and ensure accuracy of billing, working with hotels to sort any discrepancies

Manage the recruitment of Guest Liaisons

Tasks include:

• Working with agents to determine the number of Guest Liaisons required for overall guest list
• Working with staffing agency to recruit Guest Liaisons
• Training and assigning roles
• Work closely with Transportation Manager for all event side travel
• Work directly with Celebrity Talent Manager to advise of any guest schedule changes or additional requests above and beyond contracted details

• Must be available to travel within North America 

• Experience in travel/ hospitality would be a plus

• Must be available to work evenings and weekends during event dates
• Valid passport is mandatory
• Previous travel agency and hotel room block management experience considered an asset
• Previous event management, trade show or project management experience considered an asset
• College or University degree in event management, communications, tourism & travel or related field
• Proficient in Microsoft Office applications

We work hard to make sure Life at Informa is rewarding, supportive and enjoyable for everyone. Here’s some of what you can expect when you join us. But don’t just take our word for it – see what our colleagues have to say at LifeAt.Informa.com

Our benefits include:

• Freedom & flexibility: colleagues rate us highly for the flexibility and trust they receive, and we support a range of working patterns
• Great community: a welcoming culture with in-person and online social events, our fantastic Walk the World charity day and active diversity and inclusion networks
• Career opportunity: the opportunity to develop your career with bespoke training and learning, mentoring platforms and on-demand access to thousands of courses on LinkedIn Learning. When it’s time for the next step, we encourage and support internal job moves
• Broader impact: take up to four days per year to volunteer, with charity match funding available too
• Learning and development plan to assist with your career development  
• 10 days PTO 
• Competitive Benefits 
• Paid parental leave 
• Work with a high quality of specialist products and service  
• Bright and friendly staff who are all “expert’s experts” and additional training and development for helping you achieve your career aspiration
• As an international company, the chance to collaborate with teams around the world  

We know that sometimes the 'perfect candidate' doesn't exist, and that people can be put off applying for a job if they don't fit all the requirements. If you're excited about working for us and have most of the skills or experience we're looking for, please go ahead and apply. You could be just what we need! We believe strongly in the value of diversity and creating supportive, inclusive environments where our colleagues can succeed.  As such, Informa is proud to be an Equal Opportunity Employer.  We do not discriminate on the basis of race, color, ancestry, national origin, religion, or religious creed, mental or physical disability, medical condition, genetic information, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity, gender expression, age, marital status, military or veteran status, citizenship, or other protected characteristics under federal, state or local law. 

See how Informa handles your personal data when you apply for a job here.