Event Manager

Job description

Event Manager Job Summary We are seeking a dynamic and detail-oriented EventManager to join our team. The successful candidate will be responsible for planning, organizing, coordinating, and executing a wide range of events—from corporate conferences and product launches to seminars, trade shows, and experiential marketing activations. You will work closely with internal stakeholders, clients, vendors, and event teams to ensure every event is delivered seamlessly, on time, and within budget while exceeding expectations. Key Responsibilities Event Planning & Strategy Develop comprehensive event plans from concept to execution, ensuring alignment with organizational objectives, target audience, and event goals[1] Collaborate with clients, stakeholders, and internal teams to understand requirements, preferences, timeline, and budget constraints Create detailed project timelines, checklists, and task schedules with clearly de ned milestones and deadlines Generate innovative ideas and recommendations to enhance event success and di erentiate the experience Stay informed about industry trends, technologies, and best practices in event management to keep events current and competitive Venue & Logistics Management Research, evaluate, and negotiate venue contracts ensuring optimal facilities, layout, accessibility, parking, security, and catering capabilities[1] Coordinate all logistical aspects including setup, breakdown, equipment rentals, technical requirements, and on-site operations Manage event layout, oor plans, signage, audio-visualrequirements, and technical speci cations Ensure compliance with venue regulations, safety protocols, licensing requirements, and legal permissions Prepare contingency plans for potential issues and adapt to last-minute changes Budget & Financial Management Prepare detailed event budgets covering all costs including venue, catering, entertainment, marketing, sta ng, and contingencies Track all expenditures meticulously and maintain accurate nancial records Negotiate with vendors, suppliers, contractors, and service providers to secure best pricing and terms[1] Ensure cost-e ectiveness while maintaining event quality and attendee experience Monitor cash owand manage invoicing, payments, and nancial reconciliation Vendor & Contractor Coordination Source, evaluate, and negotiate contracts with vendors such as caterers, decorators, audio-visual teams, entertainment, and technical service providers[1] Conduct brie ng sessions with all vendors to ensure clear communication of requirements, expectations, timelines, and deliverables Maintain ongoing communication and manage vendor relationships throughout the planning and execution phases Troubleshoot vendor-related issues and ensure service level agreements are met Sta ng & Team Leadership Determine sta ng requirements and hire personnel as needed including coordinators, administrative support, setup crew, and specialized event sta [1] Provide clear direction, training, and leadership to event coordinators and support sta Delegate tasks e ectively and ensure team members understand their roles and responsibilities Manage event day operations and coordinate all team members to ensure smooth execution Foster a collaborative team environment with clear communication protocols Marketing & Promotion Develop and implement marketing strategies to promote events through multiple channels including digital, social media, email, and print media Create promotional materials and content ( yers, social media posts, email campaigns, event briefs) Manage event registration systems, track ticket sales, and monitorregistration metrics Build and maintain attendee databases and manage registrant communications Develop sponsorship proposals and manage sponsorrelationships Registration & Attendee Management Oversee the registration and ticketing process,ensuring e ciency and user-friendly systems[1] Manage online registration platforms and ticketing software Track attendance numbers, collect feedback, and manage registrant inquiries and special requests Send timely communications to attendees including con rmations,reminders, updates, and post-event follow-ups Monitor event capacity and manage waitlists as needed On-Site Event Execution Serve as the main point of contact and on-site event leader during event day Oversee setup, ensure all elements are in place according to plan, and conduct nal walkthroughs Manage real-time logistics including timing, attendee ow, session transitions, and equipment troubleshooting Handle client inquiries, last-minute requests, and unexpected issues with professionalism and diplomacy Ensure all aspects of the event align with stated objectives and deliver an exceptional attendee experience Coordinate event breakdown and post-event logistics Post-Event Analysis & Reporting Conduct post-event evaluations and gather attendee feedback through surveys and feedback forms Analyze event performance against objectives, budget, and attendance targets Prepare comprehensive post-event reports including metrics, ROI analysis, budget reconciliation, and lessons learned Identify areas for improvement and implement recommendations for future events Document event outcomes for knowledge management and continuous improvement Required Skills & Competencies Core Competencies Exceptional Organizational Skills — Ability to manage multiple complex projects simultaneously, maintain detailed checklists, and meet strict deadlines under pressure Project Management — Proven ability to plan, execute, and monitor projects from conception to completion with multiple stakeholders and moving parts Leadership & Team Management — Capacity to lead, motivate, and coordinate diverse teams while delegating e ectively Communication & Interpersonal Skills — Outstanding verbal and written communication; ability to engage clients, vendors, sta , and attendees professionally Negotiation Skills — Experience negotiating vendor contracts, pricing, and terms to achieve optimal outcomes Problem-Solving & Adaptability — Creative problem-solving ability and exibility to handle unexpected challenges and last-minute changes with composure Time Management—Ability to prioritize e ectively, manage competing priorities, and work productively under pressure in fast-paced environments Attention to Detail — Meticulous focus on accuracy in planning, budgeting, vendor agreements, and event execution Budget & Financial Management — Strong nancial literacy, ability to create and manage budgets, and track expenditures Customer Service Excellence — Commitment to delivering exceptional attendee experiences and satisfying client requirements Technical & Administrative Skills Event Management Software — Pro ciency with event management platforms such as Cvent,Eventbrite, Whova, or Monday.com Microsoft O ce Suite — Advanced pro ciency in Excel, Word, PowerPoint, and Outlook CRM Systems — Experience with attendee management and CRM platforms Ticketing & Registration Systems — Knowledge of online registration and ticketing platforms Audio-Visual & Technical Coordination — Understanding of AV requirements, setup, and technical troubleshooting Marketing& Social Media — Familiarity with marketing channels, email marketing platforms, and social media promotion Soft Skills Creativity and innovation in event design and attendee engagement Self-motivation and proactive approach to work Diplomatic skills and ability to manage di cult situations Cultural awareness and ability to work with diverse groups Commercial awareness and business acumen Flexibility with willingness to work evenings, weekends, and travel as needed for event requirements Quali cations & Experience Requirements Education Bachelor's degree in Event Management, Hospitality Management, Business Administration, Marketing,Public Relations, or related eld (or equivalent work experience) Alternatively, certi cation in Event Planning or a Diploma in Hospitality/Event Management with 2+ years of professional experience MBAor advanced certi cation in project management is a plus Experience Minimum 2-3 years of professional experience in event planning, coordination, and execution Proven track record of successfully managing events of varying sizes and types (corporate, conferences, exhibitions, product launches, etc.) Demonstrated experience managing budgets of INR 5-50 lakhs or equivalent Vendor management and negotiation experience Experience with event marketing and promotion Prior experience in a fast-paced, target-driven environment Preferred Quali cations Experience in multiple event types (corporate events, conferences, exhibitions, experiential marketing, celebrations) Knowledge of event trends and emerging technologies in event management Sponsorship sourcing and management experience Experience with virtual or hybrid event platforms Strong social media presence and digital marketing experience Industry certi cation (CEM, ISES, or similar) Working Conditions & Requirements Schedule:Standard business hours with exibility for evening,weekend, and on-site event coverage Physical Requirements: Ability to stand for extended periods during events, lift up to 20 kg, and move around event venues Travel: Occasional travel to event venues and conferences as required Work Environment: Fast-paced, dynamic, and collaborative; ability to remain calm and focused under pressure Reporting Structure: Reports to [Event Management Head/Operations Manager/Client Services Director] Key Performance Indicators (KPIs) Events delivered on time and within approved budget Attendee satisfaction scores and feedback ratings Event attendance vs. targets Vendor performance and satisfaction ratings Cost savings achieved through negotiations Sta satisfaction and team retention Number and impact of successful events managed Client retention and repeat business Post-event ROI and business impact metrics Why Join Us? Dynamic role with exposure to diverse event types and audiences Opportunity to lead projects and build strong stakeholder relationships Professional growth through event management best practices and emerging technologies Collaborative, supportive team environment Competitive compensation and performance-based incentives Potential for career advancement to senior management roles

if you are interested contact on :

9303007707

sarthak.pachori@white-force.in