Freelance Project Manager – B2B Showroom Experience

Overview

Client : Global Sportswear Brand (confidentiel)
Location : Nurenberg Area / On-site showroom events
Mission : Seasonal B2B Showroom & Customer Experience Coordination
Period : 16/03/2026 to 15/03/2027

Aquent is looking for a freelance Project Manager to support the organisation and execution of seasonal B2B showroom events for a leading global sportswear brand, ensuring a seamless customer journey for key European wholesale partners.

Project Context

Within this mission, a leading global sportswear brand organizes seasonal showroom events dedicated to its European key wholesale partners.

These events bring together internal sales teams and strategic retail accounts to:

• Discover upcoming seasonal collections
• Access detailed product information
• Engage with brand representatives
• Place commercial orders

The objective is to deliver best-in-class customer meetings and a seamless B2B experience, positioning the showroom as a strategic touchpoint in the brand’s European wholesale ecosystem.

Role Overview

The freelance Project Manager will act as an external consultant and operational coordinator, ensuring the successful preparation and execution of seasonal account meetings.

The role combines project management, stakeholder coordination, operational excellence and customer experience optimisation.

All products, internal documentation, contacts and system access required to perform the mission will be provided by the client.

Scope of Services

The contractor will independently deliver the following services.

Showroom Experience Consulting

• Provide professional recommendations on how to structure and optimize the showroom setup based on industry expertise.
• Advise on the most effective format and flow of account meetings to ensure smooth execution and an optimal customer journey.

Documentation & Delivery Tracking

• Monitor and track the delivery status of all relevant documents required for showroom meetings.
• Maintain clear documentation of progress and status using tools such as Excel or Microsoft Notes.

Seasonal Meeting Planning

• Independently create a clear and easy-to-use account meeting schedule for each seasonal showroom cycle.
• Recommend and implement the most appropriate planning tool (Excel, SmartSheet, Outlook, etc.).
• Ensure the schedule can be easily shared and accessed by all stakeholders.

Meeting invitations and confirmations remain managed by the client.

Visitor Experience Toolkit

• Define the key information required for visiting partners and external guests.
• Create a visitor toolkit (PowerPoint) designed to facilitate their experience before and during their stay.

This toolkit may include:

• Activity recommendations
• Restaurants and hospitality options
• Maps and venue orientation
• Transport solutions
• Gift or merchandise information
• Catering booking options

The toolkit will be distributed by the client.

Brand Ambassador Briefing Preparation

Prepare a structured briefing document for external brand ambassadors including:

• Daily operational tasks
• Room preparation guidelines
• Product sample handling
• Logistics and storage procedures

The document should simplify the selection and supervision process managed by the client.
Supervision of brand ambassadors is not part of the scope.

Customer Meeting Opening Coordination

Support the execution of the opening sessions of customer meetings, typically consisting of:

• 30–60 minute presentations
• 3–4 presenters
• Audiences of 8–30 guests

Responsibilities include:

• Providing recommendations on presentation flow and stage setup
• Coordinating rehearsal sessions
• Advising presenters on technical and delivery aspects
• Ensuring the operational readiness of the presentation setup on site

Presentation content remains created by the client.

External Partner Coordination

The contractor will act as an independent consultant and point of coordination with external partners, ensuring alignment and operational efficiency.

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