Role & responsibilities

Event Portfolio Strategy & Planning

- Prepare and maintain a regional event roadmap for assigned Cvent-hosted events and programs,

including key dates, audiences, objectives, owners, design milestones, and dependencies.

- Gather business and stakeholder input and help translate program goals into event formats, creative

concepts, guest experiences, and planning priorities.

- Research venues, suppliers, and local event options; compile recommendations that consider

audience fit, event purpose, location, accessibility, experience quality, and budget.

- Coordinate event calendars and planning milestones across concurrent programs, flagging

overlaps, resource needs, and decision points early.

- Support post-event reviews and use attendance, engagement, stakeholder feedback, and budget

insights to inform future planning.

End-to-End Event Ownership

- Coordinate assigned Cvent-hosted events from initial brief and concept through planning,

execution, measurement, and post-event follow-up.

- Develop and maintain event plans, timelines, budgets, deliverables, stakeholder responsibilities,

and success measures for each assigned program.

- Partner with internal teams to clarify event objectives, audience needs, messaging, engagement

plans, and follow-up actions.

- Coordinate registration, venue requirements, room layouts, AV and production, branding, shipping,

staffing, speaker support, hospitality, and on-site execution.

- Support customer, prospect, partner, executive, and employee experiences, adapting event details

to the purpose and audience of each program.

- Ensure consistent Cvent brand standards and a thoughtful attendee experience across hosted

events and regional programs.

- Contribute to playbooks, templates, and planning processes that improve consistency and

execution across the event portfolio.

Budget, ROI & Performance Management

- Own event-level and program-level budget planning, forecasting, expense tracking, invoice follow-

up, variance reporting, and ROI measurement.

- Partner with Finance and Marketing Operations to keep event investment records and spend

tracking accurate and current.

- Track agreed event measures such as registrations, attendance, engagement, attendee feedback,

customer participation, leads or pipeline where applicable, and cost against plan.

- Prepare concise event status and performance updates for program owners and stakeholders.
- Contribute to post-event analysis, summarizing what worked, improvement areas, and

recommendations for future events.

- Identify opportunities to improve cost efficiency, supplier value, attendee experience, and overall

event impact.

Stakeholder & Cross-Functional Management

- Coordinate stakeholders across Marketing, Sales, Demand Generation, Partnerships, Brand,

Product Marketing, Finance, Procurement, Legal, and Operations as relevant to each program.





- Manage action items, timelines, dependencies, and approvals across multiple concurrent events.
- Build effective working relationships with regional teams and understand their priorities when

developing event plans.

- Communicate program status, risks, budget changes, and decisions needed in a timely and clear

manner.

- Work effectively across time zones and within a global, matrixed organization.

Vendor & Partner Management

- Research, coordinate, and support the selection and management of event agencies, production

partners, venues, caterers, contractors, and other suppliers.

- Maintain supplier information and planning details for venues and vendors used across hosted

programs.

- Coordinate scopes of work, deliverables, schedules, invoices, and service expectations with

vendors and partners.

- Gather quotes and support negotiations to achieve good value while maintaining event quality and

attendee experience.

- Follow Cvent procurement, legal, finance, and compliance processes for vendor engagements.

M&A; & Event Portfolio Integration

- Support the integration of event programs associated with mergers, acquisitions, or business

integrations.

- Help document existing event calendars, audiences, venues, suppliers, commitments, budgets, and

operational requirements.

- Work with internal stakeholders to support transition plans and continuity for key customer,

partner, and employee experiences.

- Compare event calendars and program objectives to identify duplication, gaps, cost efficiencies,

and opportunities to align planning.

- Assist with coordinating vendor, contract, and event-detail transitions in line with internal processes.

Risk Management & Operational Excellence

- Identify potential delivery risks early, including venue or supplier issues, budget changes, travel

constraints, schedule conflicts, and changes in business priorities.

- Help prepare contingency plans and present clear options when event requirements or

circumstances change.

- Coordinate multiple priorities while maintaining strong attention to detail and execution quality.
- Look for opportunities to standardize, simplify, and improve event planning, documentation, and

reporting.

- Contribute to Meetings & Events initiatives that strengthen operational efficiency and attendee

experience.

Preferred candidate profile

Experience

- 5-6 years of experience in event planning, event design, event production, hospitality, or

experiential programs.





- Hands-on experience coordinating hosted conferences, customer or partner events, executive

experiences, meetings, or employee programs through on-site delivery.

- Experience supporting events in Europe is preferred, including coordination with venues,

suppliers, or teams across multiple markets; willingness to travel and support on-site delivery,

including occasional work outside standard hours, is required.

- Experience preparing event roadmaps, briefs, workback schedules, floor plans, production

plans, or similar planning documents.

- Experience coordinating vendors, budgets, timelines, and cross-functional stakeholders across

concurrent programs.

- Familiarity with European regional menus and food and beverage planning is preferred;

knowledge of dietary needs and local service expectations is an advantage.

- Willingness to support event setup or delivery, including occasional work outside standard

business hours.

Strategic & Analytical Skills

- Understanding of event planning principles, attendee experience, and how events support

business and marketing objectives.

- Ability to evaluate event options through audience, experience, delivery, and budget

considerations.

- Comfort reviewing event performance data and feedback and turning findings into practical

recommendations.

- Strong organization and basic financial skills, including tracking event budgets, forecasts,

actuals, and variances.

- Good research skills and the ability to synthesize venue, supplier, menu, and program

information into clear options.

- Comfortable working with metrics such as MQLs, SQLs, pipeline, Closed Won, conversion,

attendance, cost per lead, influenced revenue, and ROI.

Stakeholder & Execution Skills

- Excellent project coordination skills and the ability to manage multiple events, deadlines, and

stakeholders at once.

- Clear communication and presentation skills, including the ability to share updates with working

teams and senior stakeholders.

- Strong vendor relationship-management and coordination skills.
- Highly organized, detail-oriented, proactive, and comfortable in a fast-paced environment.
- Practical problem-solving skills and the ability to respond calmly when plans change.
- Able to work independently while contributing effectively within a global, matrixed team.
- Willingness to work across time zones and travel as required.

Technology & Tools

- Proficiency with Microsoft Office, particularly Excel and PowerPoint.
- Experience with event management, registration, project management, collaboration, or

reporting platforms.

- Familiarity with Cvents event technology platform is preferred.
- Comfort with data, dashboards, digital workflows, and preparing clear event-planning materials.
- Experience using AI or automation tools to improve event research, planning, reporting, or

operational efficiency is a plus.

📌 Assistant Team Lead, Event Design (Gurugram)
🏢 Cvent
📍 Gurugram