Job Summary:

The Event Manager is responsible for planning, organizing, coordinating, and executing all university events, ensuring they are delivered professionally, within budget, and aligned with the institution's objectives. The role involves managing academic, cultural, sports, student engagement, admissions, alumni, corporate, and ceremonial events while coordinating with internal departments and external vendors.

Key Responsibilities:
Event Planning & Execution
Plan and execute university events from concept to completion.
Prepare detailed event plans, timelines, budgets, and checklists.
Coordinate logistics including venue setup, seating arrangements, décor, branding, audiovisual requirements, transportation, and hospitality.
Ensure seamless execution of events with minimal disruption to academic activities.
Conduct post-event reviews and submit event reports.
Academic & Institutional Events
Manage and coordinate:
Convocation ceremonies
Orientation and induction programmes
Conferences, seminars, workshops, and Faculty Development Programmes (FDPs)
Guest lectures and expert talks
Accreditation and inspection visits
University celebrations and foundation day events
Research and innovation events
Student Engagement Events
Coordinate:
Cultural festivals
Sports events and tournaments
Technical festivals
Club activities
Annual functions
Talent competitions
Student leadership programmes
Community outreach initiatives
Admissions & Branding Events
Coordinate admission campaigns, education fairs, and school outreach events.
Support branding activities in collaboration with the Marketing and Admissions teams.
Ensure consistent university branding across all event materials.
Vendor & Resource Management
Identify and coordinate with event vendors, decorators, caterers, photographers, printers, artists, and technical service providers.
Obtain quotations and negotiate contracts.




Monitor vendor performance and ensure quality standards.
Maintain vendor databases and documentation.
Budget Management
Prepare and monitor event budgets.
Ensure cost-effective utilization of resources.
Process vendor bills and maintain financial records.
Track expenses against approved budgets.
Coordination & Communication
Liaise with academic departments, administration, finance, security, housekeeping, IT, transport, hospitality, and marketing teams.
Coordinate with external guests, dignitaries, government officials, industry partners, and sponsors.
Prepare event schedules and communication plans.
Compliance & Risk Management
Ensure compliance with university policies and statutory requirements.
Coordinate safety, emergency response, crowd management, and security arrangements.
Obtain necessary permissions and approvals for events.
Documentation & Reporting
Maintain event calendars and event records.
Prepare invitations, programmes, agendas, and event documentation.
Maintain photo and video archives.
Submit post-event reports including attendance, outcomes, budgets, and feedback.
Qualifications
Bachelor's degree in Event Management, Hospitality, Business Administration, Mass Communication, Public Relations, or a related field.
Master's degree is preferred.
Certification in Event Management is an added advantage.
Experience
8-10 years of experience in event management.
Prior experience in a university, educational institution, hospitality, or corporate event environment is preferred.
Required Skills
Excellent event planning and project management skills.
Solid communication and interpersonal abilities.
Leadership and team coordination skills.
Budgeting and vendor negotiation expertise.
Time management and multitasking capabilities.
Problem-solving and decision-making skills.
Proficiency in Microsoft Office and Google Workspace.
Familiarity with event management software and online registration platforms.
Ability to work under pressure and meet deadlines.

📌 Event Manager (Surat)
🏢 P P Savani University
📍 Surat