EVENT MANAGER

Job description

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 forfuture 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