Role & responsibilities

1. Event Planning &
- Execution

- Plan and manage industry awards, summits, conferences, conclaves, networking sessions and corporate events.

- Develop event timelines, production schedules, checklists and execution plans.

- Coordinate all stages of event planning, from conceptualisation and preparation to on-site execution and closure.

- Ensure that events are delivered professionally, within budget and according to the approved programme.

- Coordinate registrations, guest management, seating arrangements, stage schedules and event-day operations.

1. Venue &
- Vendor Management

- Identify, evaluate and coordinate with hotels, convention centres and event venues.

- Manage vendors for stage fabrication, audio-visual equipment, LED screens, lighting, sound, branding, photography, videography, catering and other event requirements.

- Obtain quotations, negotiate commercial terms and monitor vendor commitments.

- Coordinate production requirements, floor plans, branding placements and technical rehearsals.

- Ensure timely setup, smooth operations and dismantling after the event.

1. Speaker, Guest &
- Stakeholder Coordination

- Coordinate with speakers, moderators, jury members, award recipients, delegates and VIP guests.

- Manage invitations, confirmations, event schedules, travel requirements and hospitality arrangements.

- Liaise with industry associations, event partners, sponsors and other stakeholders.

- Maintain updated guest lists, contact databases, RSVP records and event communication schedules.

- Ensure a smooth and professional experience for all participants.

1. Sponsorship &
- Partner Deliverables

- Coordinate with the business development team to understand sponsor commitments and contractual deliverables.

- Ensure timely execution of branding, logo placements, stage mentions, promotional materials,



speaking opportunities and other agreed perks.

- Maintain a detailed sponsor deliverables checklist.

- Coordinate with sponsors and partners before, during and after the event.

- Prepare post-event documentation, photographs and fulfilment reports.

1. Budgeting &
- Cost Management

- Prepare event budgets, cost estimates and expenditure trackers.

- Obtain and compare vendor quotations to ensure cost-effective procurement.

- Track expenses against approved budgets and report variances.

- Coordinate purchase orders, vendor invoices and payment follow-ups with the relevant internal teams.

- Maintain event-related documentation and financial records.

1. Event Marketing &
- Promotion

- Work with the marketing, editorial, design and digital teams on event promotions.

- Coordinate the preparation of invitations, event brochures, banners, presentations, social media creatives and promotional materials.

- Ensure timely delivery of event branding assets and communication materials.

- Support delegate registration campaigns and audience engagement initiatives.

- Coordinate photography, videography, media coverage and post-event content.

1. On-Site Event Management

- Supervise event-day operations, vendor teams, registration desks, hospitality and technical arrangements.

- Monitor event schedules and ensure sessions begin and conclude on time.

- Resolve operational issues and manage last-minute changes.

- Ensure professional stage management, guest movement and coordination between teams.





- Maintain quality standards, safety requirements and a positive attendee experience.

1. Post-Event Reporting &
- Evaluation

- Prepare post-event reports covering attendance, execution, expenses, sponsor deliverables and feedback.

- Coordinate the collection and organisation of photographs, videos, presentations and event documentation.

- Conduct post-event reviews to identify improvements for future events.

- Maintain event records, vendor databases and operational checklists.

Required Qualifications &

- Skills

- Bachelor's degree in Event Management, Hospitality, Business Administration, Marketing or a related field.

- 2-5 years of experience in event planning, production, conference management or corporate events.

- Experience managing conferences, awards ceremonies, summits, exhibitions or B2B industry events will be preferred.

- Strong vendor negotiation, budgeting, coordination and project management skills.

- Excellent written and verbal communication skills.

- Proficiency in MS Excel, Word, PowerPoint and event planning tools.

- Ability to manage multiple projects, work under pressure and meet strict deadlines.

- Willingness to travel and work extended hours when required during event execution.

Preferred Candidate Profile

- An organised and detail-oriented professional capable of independently managing end-to-end events.

- Experience coordinating with hotels, convention centres, production agencies, AV partners and fabrication vendors.

- Strong understanding of stage production, event branding, guest management, registration and event logistics.

- Ability to coordinate effectively with internal departments, sponsors, speakers and external stakeholders.

- A proactive problem-solver who can handle last-minute changes and deliver events smoothly.

Key Performance Indic

📌 Events Manager (Noida)
🏢 Seagem Media Systems
📍 Noida