EVENT MANAGER

  • Gurgaon, Haryana
  • Rs. 4,00,000-5,00,000 per year
  • Permanent
  • Full-time
  • 30 days ago
Job descriptionJob SummaryWe are seeking a dynamic and detail-oriented EventManager to join our team. Thesuccessful candidate will be responsible for planning, organizing, coordinating, andexecuting a wide range of events-from corporate conferences and product launches toseminars, trade shows, and experiential marketing activations. You will work closely withinternal stakeholders, clients, vendors, and event teams to ensure every event is deliveredseamlessly, on time, and within budget while exceeding expectations.Key ResponsibilitiesEvent Planning & StrategyDevelop comprehensive event plans from concept to execution, ensuring alignmentwith organizational objectives, target audience, and event goals[1]Collaborate with clients, stakeholders, and internal teams to understandrequirements, preferences, timeline, and budget constraintsCreate detailed project timelines, checklists, and task schedules with clearly de nedmilestones and deadlinesGenerate innovative ideas and recommendations to enhance event success anddi erentiate the experienceStay informed about industry trends, technologies, and best practices in eventmanagement to keep events current and competitiveVenue & Logistics ManagementResearch, 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 operationsManage event layout, oor plans, signage, audio-visualrequirements, and technicalspeci cationsEnsure compliance with venue regulations, safety protocols, licensing requirements,and legal permissionsPrepare contingency plans for potential issues and adapt to last-minute changesBudget & Financial ManagementPrepare detailed event budgets covering all costs including venue, catering,entertainment, marketing, sta ng, and contingenciesTrack all expenditures meticulously and maintain accurate nancial recordsNegotiate with vendors, suppliers, contractors, and service providers to secure bestpricing and terms[1]Ensure cost-e ectiveness while maintaining event quality and attendee experienceMonitor cash owand manage invoicing, payments, and nancial reconciliationVendor & Contractor CoordinationSource, 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 ofrequirements, expectations, timelines, and deliverablesMaintain ongoing communication and manage vendor relationships throughout theplanning and execution phasesTroubleshoot vendor-related issues and ensure service level agreements are metSta ng & Team LeadershipDetermine sta ng requirements and hire personnel as needed includingcoordinators, administrative support, setup crew, and specialized event sta [1]Provide clear direction, training, and leadership to event coordinators and supportstaDelegate tasks e ectively and ensure team members understand their roles andresponsibilitiesManage event day operations and coordinate all team members to ensure smoothexecutionFoster a collaborative team environment with clear communication protocolsMarketing & PromotionDevelop and implement marketing strategies to promote events through multiplechannels including digital, social media, email, and print mediaCreate promotional materials and content ( yers, social media posts, emailcampaigns, event briefs)Manage event registration systems, track ticket sales, and monitorregistrationmetricsBuild and maintain attendee databases and manage registrant communicationsDevelop sponsorship proposals and manage sponsorrelationshipsRegistration & Attendee ManagementOversee the registration and ticketing process,ensuring e ciency and user-friendlysystems[1]Manage online registration platforms and ticketing softwareTrack attendance numbers, collect feedback, and manage registrant inquiries andspecial requestsSend timely communications to attendees including con rmations,reminders,updates, and post-event follow-upsMonitor event capacity and manage waitlists as neededOn-Site Event ExecutionServe as the main point of contact and on-site event leader during event dayOversee setup, ensure all elements are in place according to plan, and conduct nalwalkthroughsManage real-time logistics including timing, attendee ow, session transitions, andequipment troubleshootingHandle client inquiries, last-minute requests, and unexpected issues withprofessionalism and diplomacyEnsure all aspects of the event align with stated objectives and deliver an exceptionalattendee experienceCoordinate event breakdown and post-event logisticsPost-Event Analysis & ReportingConduct post-event evaluations and gather attendee feedback through surveys andfeedback formsAnalyze event performance against objectives, budget, and attendance targetsPrepare comprehensive post-event reports including metrics, ROI analysis, budgetreconciliation, and lessons learnedIdentify areas for improvement and implement recommendations forfuture eventsDocument event outcomes for knowledge management and continuousimprovementRequired Skills & CompetenciesCore CompetenciesExceptional Organizational Skills - Ability to manage multiple complex projectssimultaneously, maintain detailed checklists, and meet strict deadlines underpressureProject Management - Proven ability to plan, execute, and monitor projects fromconception to completion with multiple stakeholders and moving partsLeadership & Team Management - Capacity to lead, motivate, and coordinatediverse teams while delegating e ectivelyCommunication & Interpersonal Skills - Outstanding verbal and writtencommunication; ability to engage clients, vendors, sta , and attendeesprofessionallyNegotiation Skills - Experience negotiating vendor contracts, pricing, and terms toachieve optimal outcomesProblem-Solving & Adaptability - Creative problem-solving ability and exibilityto handle unexpected challenges and last-minute changes with composureTime Management-Ability to prioritize e ectively, manage competing priorities,and work productively under pressure in fast-paced environmentsAttention to Detail - Meticulous focus on accuracy in planning, budgeting, vendoragreements, and event executionBudget & Financial Management - Strong nancial literacy, ability to create andmanage budgets, and track expendituresCustomer Service Excellence - Commitment to delivering exceptional attendeeexperiences and satisfying client requirementsTechnical & Administrative SkillsEvent Management Software - Pro ciency with event management platformssuch as Cvent,Eventbrite, Whova, or Monday.comMicrosoft O ce Suite - Advanced pro ciency in Excel, Word, PowerPoint, andOutlookCRM Systems - Experience with attendee management and CRM platformsTicketing & Registration Systems - Knowledge of online registration and ticketingplatformsAudio-Visual & Technical Coordination - Understanding of AV requirements,setup, and technical troubleshootingMarketing& Social Media - Familiarity with marketing channels, email marketingplatforms, and social media promotionSoft SkillsCreativity and innovation in event design and attendee engagementSelf-motivation and proactive approach to workDiplomatic skills and ability to manage di cult situationsCultural awareness and ability to work with diverse groupsCommercial awareness and business acumenFlexibility with willingness to work evenings, weekends, and travel as needed forevent requirementsQuali cations & Experience RequirementsEducationBachelor's degree in Event Management, Hospitality Management, BusinessAdministration, Marketing,Public Relations, or related eld (or equivalent workexperience)Alternatively, certi cation in Event Planning or a Diploma in Hospitality/EventManagement with 2+ years of professional experienceMBAor advanced certi cation in project management is a plusExperienceMinimum 2-3 years of professional experience in event planning, coordination, andexecutionProven 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 equivalentVendor management and negotiation experienceExperience with event marketing and promotionPrior experience in a fast-paced, target-driven environmentPreferred Quali cationsExperience in multiple event types (corporate events, conferences, exhibitions,experiential marketing, celebrations)Knowledge of event trends and emerging technologies in event managementSponsorship sourcing and management experienceExperience with virtual or hybrid event platformsStrong social media presence and digital marketing experienceIndustry certi cation (CEM, ISES, or similar)Working Conditions & RequirementsSchedule:Standard business hours with exibility for evening,weekend, and on-siteevent coveragePhysical Requirements: Ability to stand for extended periods during events, lift upto 20 kg, and move around event venuesTravel: Occasional travel to event venues and conferences as requiredWork Environment: Fast-paced, dynamic, and collaborative; ability to remain calmand focused under pressureReporting Structure: Reports to [Event Management Head/OperationsManager/Client Services Director]Key Performance Indicators (KPIs)Events delivered on time and within approved budgetAttendee satisfaction scores and feedback ratingsEvent attendance vs. targetsVendor performance and satisfaction ratingsCost savings achieved through negotiationsSta satisfaction and team retentionNumber and impact of successful events managedClient retention and repeat businessPost-event ROI and business impact metricsWhy Join Us?Dynamic role with exposure to diverse event types and audiencesOpportunity to lead projects and build strong stakeholder relationshipsProfessional growth through event management best practices and emergingtechnologiesCollaborative, supportive team environmentCompetitive compensation and performance-based incentivesPotential for career advancement to senior management rolesJob requirements
  • Experience: 3 to 4 Year.
  • Education : Any Graduate
  • Specilization : OTHER...
  • Skills :
1 CreativityandinnovationineventdesignandattendeeengagementSelf-motivationandproactiveapproachtoworkDiplomaticskillsandabilitytomanagedicultsituationsCulturalawarenessandabilitytoworkwithdiversegroupsCommercialawarenessandbusinessacumenFlexibilitywithwillingnesstoworkevenings
2 weekends
3 andtravelasneededforeventrequirement
  • Industry Type : IT-Software / Software Services
  • Status : Not Disclose.

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