Head Events & Experiential Management

Department: Events & Experiential Management
Designation: Head – Events
Reporting To: CMD / Management, as assigned
Location: Mumbai / Lonavala, with travel to business locations and event venues as required
Working Days: 6 days a week
Working Hours: Flexible, including extended hours, evenings, weekends and public holidays depending on event schedules
Travel: Extensive travel as required for event planning, site inspections, vendor coordination and on-ground execution

THIS ROLE IS BASED IN MUMBAI. We will need a Detailed Portfolio towards your work experience and impact that you have created in you current / past organizations

1. Role Overview

We are seeking a dynamic, highly experienced and commercially astute Head – Events & Experiential Management to lead the conceptualisation, planning, budgeting, coordination and execution of large-scale, premium and luxury events.

The incumbent must possess comprehensive knowledge of the entire event lifecycle, from conceptual development and client briefing to budgeting, production, vendor management, logistics, guest experience, on-ground execution and post-event evaluation.

The ideal candidate will have a proven track record of managing complex, high-value events, luxury celebrations, corporate and leadership gatherings, destination events, hospitality-led experiences, brand launches and bespoke experiences for HNIs, VVIPs, corporate clients and distinguished guests.

This role requires a hands-on leader who can translate business objectives and creative concepts into exceptional experiences while ensuring commercial discipline, operational efficiency, impeccable service standards and flawless execution.

The individual will be responsible for building and leading a solid in-house team of at least five professionals, establishing standard operating procedures, developing a reliable vendor ecosystem and creating a scalable event management function capable of delivering multiple events simultaneously.

2. Key Responsibilities

A. Event Strategy, Conceptualisation & Planning

- Develop event concepts, themes, formats and execution strategies in alignment with business objectives, brand positioning and client expectations.
- Lead end-to-end planning for luxury events, destination celebrations, corporate events, product launches, conferences, award ceremonies, social gatherings, VIP experiences and bespoke events.
- Translate event briefs into detailed event proposals, creative concepts, production plans, budgets and implementation schedules.
- Develop event calendars, annual event strategies and resource plans in consultation with management and business stakeholders.
- Ensure every event reflects the required standards of quality, creativity, exclusivity, presentation and guest experience.
- Identify opportunities to create distinctive, high-impact and commercially viable event experiences.
- Coordinate with internal teams to ensure events support business development, brand visibility, client engagement and revenue generation.

B. End-to-End Event Management & Execution

- Take complete ownership of the event lifecycle, from initial briefing and planning through execution, closure and post-event reporting.
- Prepare detailed project plans, event schedules, production timelines, responsibility matrices and execution checklists.
- Conduct venue inspections, site recce, feasibility assessments, layout planning and operational readiness checks.
- Manage stage design, fabrication, lighting, sound, AV, LED displays, special effects, dcor, florals, furniture, branding, signage and other production requirements.
- Coordinate event setup, rehearsals, technical checks, show calling, live-event execution, dismantling and venue handover.
- Supervise event-day operations and ensure all teams, vendors and service partners deliver as per the approved brief and timeline.
- Anticipate operational challenges and implement contingency plans to minimise disruptions.
- Manage multiple projects concurrently without compromising quality, timelines or budgets.

C. Luxury Events, Hospitality & Guest Experience

- Lead the execution of premium and luxury events with meticulous attention to detail, discretion, service quality and personalised guest engagement.
- Manage experiences for HNIs, UHNWIs, VVIPs, CXOs, business leaders, celebrities, distinguished guests and international delegates, as applicable.
- Coordinate guest invitations, RSVPs, registration, seating, hospitality, airport transfers, accommodation, concierge support and special requests.
- Work closely with hospitality, food and beverage, guest relations, security, housekeeping, transport and facilities teams.
- Ensure seamless guest movement, high service standards, privacy, security and timely issue resolution.
- Establish clear guest-handling protocols and escalation mechanisms for sensitive or high-profile events.
- Maintain appropriate confidentiality while handling VIP movements, guest lists, budgets and event information.

D. Budgeting, Commercial Management & Financial Control

- Prepare comprehensive event budgets covering production, dcor, entertainment, artist fees, venue, food and beverage, logistics, transportation, accommodation, manpower, technology, permissions, taxes and contingency provisions.
- Obtain and evaluate quotations, negotiate commercial terms and recommend vendors based on quality, capability, reliability and cost-effectiveness.
- Establish budget approvals, purchase requirements, cost trackers and expenditure monitoring mechanisms.
- Monitor committed costs, actual expenditure, advances, vendor payments and final settlements.
- Ensure events are delivered within approved budgets and deviations are documented, justified and approved in advance.
- Identify opportunities for cost optimisation without compromising the quality of the guest experience.
- Where events are revenue-generating, manage pricing, commercial proposals, contribution margins, profitability and payment milestones.




- Prepare event-wise financial closure statements, budget-versus-actual reports and post-event commercial reviews.
- Ensure compliance with procurement policies, contractual obligations, invoice verification and financial approval processes.

E. Vendor, Agency & Partner Management

- Build and maintain a strong network of dependable vendors, event agencies, production houses and specialist partners.
- Manage vendors across dcor, fabrication, lighting, sound, AV, entertainment, artists, catering, hospitality, transport, accommodation, photography, videography and event technology.
- Evaluate vendors on capability, quality, pricing, delivery standards, safety, past performance and scalability.
- Negotiate rates, service-level expectations, timelines, payment terms and contractual deliverables.
- Ensure appropriate agreements, work orders, insurance documentation and statutory requirements are in place wherever applicable.
- Establish vendor performance reviews and maintain an approved vendor database.
- Develop backup vendor arrangements and contingency plans for critical event requirements.
- Resolve vendor disputes and execution challenges promptly while protecting business interests.

F. Team Building, Leadership & Capability Development

- Recruit, build and lead a dedicated in-house team of at least five professionals to manage the complete event management function.
- Structure responsibilities across event planning, project coordination, production, vendor management, logistics, guest experience, budgeting and reporting.
- Define individual KRAs, KPIs, responsibilities, reporting relationships and performance expectations.
- Allocate resources according to event complexity, timelines, budgets and business priorities.
- Establish clear ownership of deliverables and ensure disciplined follow-through across the team.
- Train team members on event planning, production, budgeting, negotiation, guest handling, documentation, safety and execution protocols.
- Conduct regular team reviews, project meetings and post-event debriefings.
- Develop a dependable talent pipeline and an extended pool of freelance professionals and event-specific resources.
- Build a performance-oriented culture focused on accountability, collaboration, creativity, responsiveness and execution excellence.

G. Cross-Functional Coordination & Stakeholder Management

- Work closely with senior management, business heads, marketing, brand, sales, hospitality, food and beverage, security, administration, procurement, finance, IT and facilities teams.
- Convert stakeholder requirements into actionable event plans with clear timelines, budgets, responsibilities and approval milestones.
- Conduct regular project review meetings and communicate risks, dependencies, progress and decisions.
- Ensure all stakeholders receive timely updates and understand their respective responsibilities.
- Manage client expectations professionally and address escalations with sound judgement and commercial awareness.
- Ensure alignment between the approved event concept, brand guidelines, operational capabilities and final delivery.

H. Event Production, Technology & Innovation

- Demonstrate working knowledge of event production processes, technical specifications, stage and venue layouts, lighting plots, sound requirements, AV systems and show-flow documentation.
- Evaluate the appropriate use of LED screens, projection mapping, immersive installations, interactive technologies, digital registrations and experiential engagement formats.
- Coordinate with technical directors, production managers, creative agencies and specialist vendors to ensure technical feasibility.
- Review production drawings, floor plans, technical riders, installation schedules and rehearsal plans.
- Introduce effective planning tools, digital event trackers, standard templates and reporting dashboards.
- Stay informed about developments in luxury events, experiential marketing, event technology, entertainment formats and sustainable event practices.

I. Compliance, Safety & Risk Management

- Ensure events comply with applicable local permissions, venue rules, fire and life-safety requirements, electrical safety standards, crowd management protocols and other relevant regulations.
- Coordinate permits, licences, music or entertainment permissions, public performance requirements and other approvals wherever applicable.
- Prepare risk assessments and emergency response plans for large-scale and complex events.
- Ensure appropriate medical support, emergency access, security arrangements and evacuation procedures are planned according to event requirements.
- Verify that contractors and vendors follow site safety requirements and approved working procedures.
- Establish contingency plans for weather disruptions, technical failures, delayed deliveries, artist cancellations and other operational risks.
- Report incidents and ensure appropriate corrective and preventive actions are implemented.

J. Travel, On-Ground Presence & Execution Discipline

- Travel extensively to venues, resorts, destination locations, client sites and business locations as required.
- Personally supervise critical site inspections, production installations, rehearsals, live events and final handovers.
- Remain available during critical event periods, including extended working hours, evenings, weekends and public holidays when operationally necessary.
- Demonstrate flexibility and composure under tight deadlines, changing requirements and high-pressure situations.
- Maintain strong execution discipline and ensure that no critical activity is left unattended or without a clear owner.




- Be willing to work a six-day week and adapt working schedules to event requirements.

K. Reporting, Documentation & Continuous Improvement

- Maintain an event master tracker covering event briefs, timelines, budgets, approvals, vendors, responsibilities, risks and execution status.
- Prepare event proposals, presentations, production schedules, cost sheets, vendor comparisons, run-of-show documents and operational checklists.
- Share regular progress updates with management and escalate delays, budget risks and critical dependencies promptly.
- Conduct post-event reviews covering guest feedback, stakeholder satisfaction, operational performance, budget adherence and areas for improvement.
- Maintain an organised repository of event photographs, videos, layouts, contracts, budgets and post-event reports.
- Develop and implement standard operating procedures for planning, approvals, procurement, execution, safety and closure.
- Continuously improve the function through benchmarking, vendor evaluation, process standardisation and lessons learned.

3. Key Performance Indicators (KPIs)

Performance will be evaluated against agreed targets, event complexity and business requirements.

Performance AreaKey Performance IndicatorsEvent DeliveryPercentage of events delivered as per approved brief, scope and timelinesBudget ManagementAdherence to approved budgets; control of unapproved expenditure and cost overrunsQuality & ExperienceClient, guest and stakeholder satisfaction; quality of event deliveryPlanning & ReadinessTimely completion of event plans, approvals, site recce and production schedulesVendor ManagementVendor reliability, quality, cost competitiveness and timely deliveryTeam LeadershipSuccessful recruitment and onboarding of a minimum five-member core team; role clarity and performanceRisk & ComplianceCompletion of applicable safety checks, permissions and risk assessmentsReporting DisciplineTimely submission of event trackers, budgets, progress reports and closure statementsCommercial PerformanceRevenue, profitability and contribution margins for revenue-generating events, where applicableContinuous ImprovementImplementation of SOPs, process improvements and post-event corrective actions

Specific targets should be agreed with management after assessing event volumes, complexity, budgets and the existing operating structure.

4. Educational Qualifications

- Graduate or postgraduate qualification in Event Management, Hospitality Management, Hotel Management, Business Administration, Marketing or a related discipline.
- Relevant professional certifications in event production, project management, hospitality or experiential marketing will be an advantage.
- Equivalent demonstrable experience in large-scale luxury event management may be considered.

5. Experience Requirements

- 12–18+ years of overall experience in event management, with substantial hands-on experience leading complex, large-scale and premium events.
- Demonstrated experience managing high-value events, luxury experiences, destination events, corporate gatherings, launches or hospitality-led experiences.
- Prior experience in a senior leadership role with end-to-end responsibility for event strategy, budgets, production, vendors and execution.
- Proven ability to build, manage and develop a core team of at least five professionals.
- Strong experience managing multiple events, complex logistics, senior stakeholders and demanding delivery timelines.
- Demonstrated financial and commercial acumen, including budget preparation, cost control, negotiation and financial closure.
- Experience in luxury hospitality, premium real estate, lifestyle, experiential marketing, destination management or large event production will be preferred.

6. Essential Skills & Competencies

- End-to-end event planning, production and execution expertise.
- Strong leadership, team-building and people-management capabilities.
- Excellent budgeting, financial planning and commercial negotiation skills.
- Exceptional planning, organisation and project management capabilities.
- Strong vendor development and relationship management skills.
- Ability to manage multiple projects simultaneously.
- High attention to detail and a strong commitment to quality.
- Excellent communication, presentation and stakeholder-management skills.
- Sound judgement, problem-solving ability and composure under pressure.
- Creative thinking combined with practical execution capability.
- Strong documentation, reporting and process-management discipline.
- Proficiency in MS Excel, PowerPoint, project planning tools and event management systems.
- High degree of ownership, integrity, discretion and accountability.

7. Personal Attributes

The successful candidate must be:

- A hands-on leader who takes ownership from concept to final delivery.
- Equally comfortable with creative planning, financial scrutiny and on-ground execution.
- Highly organised, proactive, resourceful and solution-oriented.
- Comfortable managing demanding stakeholders and last-minute changes.
- Willing to travel extensively and work extended hours based on event requirements.
- Capable of leading a team while personally supervising critical deliverables.
- Committed to delivering exceptional experiences without compromising financial discipline, safety or operational standards.

8. Role Expectations

The Head – Events will be accountable for establishing a professionally managed, commercially disciplined and execution-focused event function.

The individual is expected to build a capable in-house team, create a strong vendor ecosystem, implement robust event management processes and deliver consistently high-quality experiences across business requirements.

The role demands complete ownership, operational maturity, financial accountability and the ability to execute large-scale luxury events with precision, professionalism and excellence.

Please share your resume on [email protected] with current and expected ctc, notice period.

Please also mention if you are OK with 6 days working, extended hours and Travel

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