Project Manager - Exhibitions / Events

Tahaluf is rewriting the events playbook. Its purpose is transformational, its DNA digital, and its ambition unprecedented.  Over the next 12 months Tahaluf will scale to further increase its lead as the largest B2B Live and On Demand Events organiser in Saudi Arabia: by SQM, Attendance, Colleagues and Revenue.  

To scale at this pace requires impeccable local partners, and Tahaluf is proud to enjoy the support and partnership of several Gov and Non Gov Organisations that are at the apex of Saudi’s B2B and B2C large scale events scene. In fact, our partners don’t just support the expansion of live events in the Kingdom; they’re also the partner of choice for heavyweights like Apple, Amazon and AliBaba.  

Be part of something BIG!

Building on the success of record-breaking tech event LEAP, which grew to be the world’s largest tech event globally in terms of attendee numbers in just its second edition, and award-winning cyber-security event Black Hat, Tahaluf is bringing iconic Informa brands to the Kingdom of Saudi Arabia, including CPHI,  Cityscape Global, which celebrated record-breaking participation at its debut Saudi edition in October.

Be part of an ambitious and highly committed team, who aren’t afraid to push boundaries and disrupt the status quo. Be ready to be thrown in at the deep end, taking on large-scale projects from day one, under the guidance of a supportive leadership team who will encourage your personal development and offer you new opportunities.

As our Project Manager you will be a key member of the project management team, responsible for developing detailed project plans and timelines. You will be involved in breaking down the event into key phases (e.g., pre-event, event execution, and post-event), identifying major deliverables, and creating a project schedule. You will coordinate with all stakeholders, define the scope, set expectations, and establish deadlines for each milestone. 

What you will do

1. Stakeholder Management

You will manage the needs and expectations of internal and external stakeholders. Our team must communicate with event sponsors, exhibitors, clients, vendors, and internal teams (marketing, operations, technical teams, etc.) and ensure that everyone involved understands their roles, requirements, and timelines.

2. Risk Management 

Identification and mitigation are key to delivering a successful event. As part of the project management team you will anticipate potential risks (e.g., venue issues, technical failures, supplier delays) and develop contingency plans to address them. This includes creating risk logs, assessing impact, and ensuring mitigation strategies are in place.

3. Coordination of Multi-Functional Teams

The project management team is the central hub, coordinating efforts across various functional teams (marketing, logistics, technical, legal, etc.).  You will help ensure that each team is working toward the same goals, aligning tasks and timelines to avoid bottlenecks. This coordination is essential for seamless execution during the event.

4. Venue and Vendor Management (Fringe Events)

Securing and managing the venue, suppliers, and vendors is a critical function. Your role will include negotiating contracts, ensuring timely delivery of goods and services, and managing relationships with third-party providers such as audio-visual companies, caterers, and transportation services.

5. Communication and Reporting

Clear communication within the project team and to stakeholders is essential. You will set up regular meetings, status reports, and communication plans to keep all parties informed about progress, risks, and changes. You will also act as the primary point of contact for resolving issues during the project. 

6. Post-Event Evaluation and Reporting

After the event, the team conducts a post-event review to assess success metrics and gather feedback from stakeholders. This involves operational effectiveness and lessons learnt. The team prepares a final report summarizing achievements, lessons learned, and recommendations for future events.

Key Responsibilities

Your primary responsibility is to manage inter-departmental processes, milestone and risk management, while also taking a key role in stakeholder management and reporting to both internal and external partners.

Objectives & Tasks

• Smoothen inter-department timelines/deadlines
• Improve overall delivery and approval process
• Risk management and mitigation planning and execution
• Manage non-dept tied deliverables (badging + merch)
•  Create a macro guide for project/event delivery

1. Project Plan 

• Development and reporting
• Macro Level o Micro Level (When required)
• Process evaluation and alignment

2. Continuous Risk assessments

• Milestone alignment
• Resourcing consideration
• Deadline management: delays and contingencies
• Contingency plans for potential issues

3. Meeting management

• Minutes and tasks reporting
• Tracking and monitoring

4. Assign Key Responsibilities

• Reg and badging roll-out (Requirements to production)
• Merch Design pricing and rollout (Requirements to production
• Roles and Responsibilities (Onsite plan)
• Identifying onsite requirements
• Post event milestones tracking
• New event rollout (New Launches project roll-out)

What you will bring

You will have:

• Experience or exposure in managing mid – large scale trade exhibitions, conferences, sports events or FMCG launches and events
• Ability to manage multiple projects and deliverables at different stages of the project life cycle
• Exposure to evaluating and managing Inter-departmental processes and milestones
• Stakeholder interaction and management, both internal teams and external partners across all levels
• Risk management and mitigation planning
• Exposure to MS Office/Office 365 suite of software, Smart Sheets and Airtable

Demonstrated skills:  

• Ability to perform critical work involving judgement, accuracy and speed with minimal supervision 
• Computer literate and proficient in the use of Microsoft Word, Excel, Airtable and Smart Sheets. 
• Able to prioritise work tasks, and deadlines, proficient in using scheduling tools 
• Proactive and self-motivated 
• Interpersonal and customer-facing skills 
• Cultural awareness and sensitivity 

What you will get

• Medical Insurance for individual and family  
• Annual leave – 25 days
• Remote working on Sundays  
• Working anywhere – 1 month every year
• School fees contribution, 40,000 SAR per child per year (up to a max of three children) 
• Wellbeing Benefits  
• Family visa costs (up to a max of three children) 
• Individual annual flight allowance for expats

International Relocation Package*: 

• Paid flight to Riyadh – individual and family (up to a max of three children) 
• 60 days accommodation or suitable serviced apartment from your arrival date, or a one-off payment of SAR 5,000 
• Up to SAR 2,500 reimbursement of shipping goods/excess baggage costs
• Individual annual flight allowance
• Paid flight home for individual and end of service gratuity payment when leaving the company (if applicable)  

Local Relocation Package*:  

• Paid flight to Riyadh – individual and family (up to a max of three children) 
• 30 days accommodation or suitable serviced apartment from arrival date or a one-off payment of SAR 5,000 
• Up to SAR 2,500 reimbursement of shipping goods/excess baggage costs

*If eligible  

We work hard to make sure life at Tahaluf is rewarding, supportive and enjoyable for everyone. We’re not solely focused on a checklist of skills. We champion energy and ambition and look for colleagues who will roll their sleeves up, join in and help make things happen. We don't just accept difference, we celebrate it.  We welcome applicants from all backgrounds and circumstances and base hiring decisions on relevant qualifications and merit.  We are proud to provide a disability-friendly environment. If you require any support or adjustments to participate in our interview or selection processes, please let us know.