Event Operations Manager

Job Title: Manager, Event Operations

Department: Meeting & Event Operations

Reports To: Senior Manager, Event Operations

FLSA Status: Exempt

Location: Chicago, Illinois (Hybrid – 3 Days/Week in Office)

Company Overview:

Founded in 1991, Americas’ SAP Users’ Group (ASUG) is the world’s largest SAP user group, serving 2,300-plus businesses via company-wide memberships. ASUG is a Chicago-based organization that helps people and organizations get the most value from their investments in SAP technologies. We believe in the power of community and offer our members a wide range of in-person experiences, insightful webcasts, and member-told stories with endless opportunities for networking, education, and research. You’ll feel right at home in our community.

Our Values:

• Inspire Trust: We build trust through transparency, integrity, and respect. Join us to be part of a team that values honesty and ethical behavior.
• Lead the Charge: We are pioneers in our field, always striving for innovation and excellence. Be a part of a forward-thinking organization that encourages leadership at all levels.
• Join Together: Collaboration is at the heart of what we do. Work with a diverse group of professionals who support and uplift each other.
• Work Fearlessly: We embrace challenges and are not afraid to take risks. If you are bold and ambitious, you will thrive here.
• Celebrate Customers: Our members are our top priority. Help us create exceptional experiences and celebrate their successes.

Job Summary:

The Manager, Event Operations is accountable for the end-to-end operational planning and delivery of an assigned portfolio of ASUG in-person and hybrid meetings and events. The initial portfolio includes ASUG Tech Connect, SAP Connect, and in-person Community meetings, with the potential to support Annual Conference and Executive Exchange and other programs as the portfolio evolves.

Serving as the primary operational owner for assigned events, this position develops and manages integrated project plans, coordinates cross-functional and functional workstreams, maintains meeting-level budgets, oversees operational readiness, and leads onsite execution. The Manager ensures that internal teams, venues, and vendors deliver against established timelines, budgets, service standards, and event objectives.

The Manager owns the overall event logistics, while designated functional team members retain responsibility for registration, housing, food and beverage, special events, and trade show operations. The position reports to the Senior Manager, Event Operations and escalates significant financial, contractual, venue, vendor, or organizational risks through the established leadership structure.

Key Responsibilities:

Event ownership and project management

• Serve as the primary operational owner for assigned meetings and events, with accountability for planning, readiness, onsite delivery, and post-event closeout.
• Develop and maintain comprehensive logistical event project plans, including KPIs, milestones, deliverables, dependencies, decision points, and accountable owners.
• Lead recurring operational planning meetings and ensure cross-functional teams understand deadlines, responsibilities, and event requirements.
• Identify scheduling, budget, vendor, venue, attendee experience, and operational risks early; develop mitigation plans and escalate risks when appropriate.
• Maintain accurate event documentation and partner with Content Strategy with post-event debriefs to identify improvements for future delivery.

Cross-functional leadership

• Collaborate with Product/Content Strategy, Marketing, Sponsorship/Sales, Finance, SAP stakeholders, and other partners to translate program objectives into executable operational plans.
• Clarify responsibilities and dependencies across functional workstreams, hold contributors accountable for deliverables, and facilitate timely decisions when priorities or requirements conflict.

Event logistics and readiness

• Develop and oversee the integrated operational plan for assigned events, including meeting space, room sets, audio visual requirements, staffing schedules, VIP requirements, and onsite operations.
• Coordinate with the team member responsible for registration, housing, food and beverage, and special events to ensure those workstreams support the overall event plan.
• Coordinate with the Trade Show Manager when assigned events include exhibits, sponsor activations, or other trade show elements.
• Develop event specifications, operational schedules, staff briefing materials, contact lists, and contingency plans; lead final operational readiness reviews.

Small tabletop and booth coordination

• Coordinate the planning and delivery of ASUG tabletop displays and small booth activations at assigned SAP-sponsored meetings, including space requirements, furnishings, signage, materials, shipping, staffing, setup, and onsite readiness.
• Collaborate with Marketing on booth branding, graphics, messaging, collateral, and brand standards, ensuring materials are completed and approved according to established deadlines.
• Coordinate across internal teams and SAP stakeholders to establish the objectives, audience, staffing needs, onsite responsibilities, and desired outcomes for each tabletop or booth presence.
• Apply a basic working knowledge of small-format exhibit requirements and identify operational needs, risks, or dependencies early. Escalate larger or more complex exhibit requirements to the Trade Show Manager or Senior Manager as required.

Budget and financial management

• Develop, manage, forecast, and reconcile meeting-level budgets within parameters established by leadership.
• Track commitments and actual expenses, identify significant variances, recommend corrective action, and communicate financial risks to the Senior Manager, Event Operations.
• Review invoices for accuracy and validate services against contracted deliverables.

Vendor and venue management

• Translate event requirements into vendor scopes of work and manage contracted venues and vendors operationally, including timelines, deliverables, service levels, and onsite performance.
• Document and escalate vendor or venue performance, service, financial, and contractual concerns. Final venue selection, Letters of Understanding, and final contract negotiation and execution remain with the Director-level role.

Onsite leadership and issue management

• Serve as the primary operational lead onsite, directing coordination among staff, venues, vendors, and functional owners.
• Manage routine operational issues and schedule changes while protecting the attendee experience, budget, and program objectives.
• Escalate significant safety, contractual, financial, reputational, or partner-related issues promptly and support event emergency planning and incident-response procedures.

Reporting and continuous improvement

• Provide regular event-status reporting to the Senior Manager, Event Operations, including project milestones, registration trends, budget performance, vendor readiness, operational risks, and decisions required.
• Develop post-event operational recaps, document lessons learned, and contribute to common Event Operations standards, templates, tools, and planning practices.

Role accountability

• Own the overall success and operational integration of assigned events while designated functional team members retain responsibility for their assigned functions.
• Operate within the established division of responsibilities: the Senior Manager provides team leadership and execution oversight; the Director-level role retains venue sourcing, final contracts, LOUs, portfolio budget oversight, enterprise SAP liaison responsibilities, and major escalations.
• Adapt to an assigned event portfolio that may evolve based on organizational priorities, meeting volume, complexity, and team capacity.
• Event readiness and milestone completion: Achieve timely completion of at least 90% of critical operational milestones for assigned events. Proactively document, communicate, and escalate risks or dependencies that may affect delivery.
• Event budget performance: Deliver assigned events within the approved expense budget, with final expenses within 3-5% of the latest approved forecast. Identify and escalate material variances before they affect event delivery.

Qualifications

• Bachelor’s degree or an equivalent combination of education and relevant professional experience.
• Minimum of 6–8 years of progressively responsible event operations experience, including independent ownership of complex multi-track in-person events.
• Demonstrated success managing multiple concurrent meetings or events from initial planning through onsite execution and financial closeout.
• Proven success delivering live events with audiences of up to 2,000 attendees.
• Experience building and managing integrated project plans with multiple cross-functional dependencies.
• Demonstrated ability to lead contributors, establish accountability, and influence outcomes without direct supervisory authority.
• Experience managing meeting-level budgets, forecasts, expense commitments, invoice review, and financial reconciliation.
• Experience directing venue and vendor performance within established contracts and scopes of work.
• Working knowledge of event logistics, registration, housing, food and beverage, sponsorship fulfillment, trade show operations, event technology, and project management.
• Basic working knowledge of tabletop displays and small booth development, including branding coordination, furnishings, signage, shipping, setup, and onsite execution.
• Strong organizational skills and demonstrated ability to prioritize competing deadlines in a fast-paced environment.
• Sound judgment and the ability to make timely decisions during live events and other high-pressure situations.
• Ability to identify operational risks, develop mitigation plans, and escalate issues appropriately.
• Strong written, verbal, facilitation, and presentation skills, including the ability to communicate effectively with executives, colleagues, customers, partners, and vendors.
• Strong proficiency in Microsoft Office Suite and familiarity with event project management and shared documentation platforms.
• Proficiency in Cvent or a similar event registration platform recommended, not required.
• Experience in an association, membership organization, or similarly matrixed environment preferred.
• Hospitality or customer service experience preferred.
• Ability to travel nationally approximately 8–10 times annually and work nontraditional hours, including early mornings, evenings, and weekends, during events.

Compensation:

The anticipated base salary range for this position is $82,000–$85,000 annually, depending on the candidate’s qualifications, relevant experience, and alignment with the role’s responsibilities.

Why ASUG?

Join a dynamic, mission-driven organization that values innovation, inclusivity, and growth. Enjoy a hybrid work environment with a supportive team, competitive compensation, and opportunities for professional development.

ASUG is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.