(JD) Events Associate

Position: Events Associate

Location: Bengaluru, India

About Sanlayan Technologies

Sanlayan Technologies is building next-generation solutions for the aerospace, defence, and strategic technology ecosystem. As we expand our presence across domestic and international markets, exhibitions, trade shows, and industry events play a critical role in strengthening our brand visibility, customer engagement, and business development efforts.

We are looking for a highly organized, detail-oriented, and execution-driven Events Associate to take complete ownership of planning, coordinating, and executing Sanlayan's participation in exhibitions, expos, conferences, and B2B marketing events globally.

This role sits at the intersection of Marketing, Business Development, and Operations, requiring someone who thrives in fast-paced environments, enjoys managing multiple stakeholders, and takes pride in flawless event execution.

Role Summary The Events Associate will be responsible for managing the complete lifecycle of domestic and international exhibitions and industry events, from opportunity assessment and exhibitor onboarding to on-ground execution and post-event closure.

The ideal candidate is proactive, deadline-focused, and capable of independently coordinating vendors, compliance documentation, logistics, internal stakeholders, and event organizers to ensure Sanlayan delivers a professional and impactful presence at every event.

Key Responsibilities

Event & Exhibition Management

- Evaluate exhibition and conference participation opportunities by coordinating with event organizers and internal stakeholders.
- Manage end-to-end exhibitor engagement, including registration, onboarding, booth allocation, and organizer communication.
- Review exhibitor manuals and extract all critical deliverables, timelines, and compliance requirements.
- Ensure timely submission of exhibitor forms, company listings, product showcases, sponsorship deliverables, VIP invitations, and service orders.
- Coordinate participation across domestic and international trade shows, expos, conferences, and industry networking events.
- Maintain detailed event plans, execution trackers, and milestone dashboards.

Documentation & Compliance Management
- Prepare, organize, and track all event-related documentation and regulatory requirements.
- Manage international participation documentation including:

- OEM Certificates

- Tax Residency Certificates (TRC)

- Form 10F
- Permanent Establishment (PE) Declarations

- Participation agreements

- Vendor and organizer invoices
- Ensure all compliance submissions are completed accurately and within timelines.

Vendor & Partner Management
- Coordinate with booth design agencies, fabricators, official contractors, and venue-appointed vendors.
- Manage booth construction activities including stall design, branding, electricals, furniture, rigging, and internet connectivity.
- Work closely with print vendors for brochures, standees, backdrops, product displays, and event branding assets.




- Monitor vendor performance, quality standards, delivery timelines, and cost efficiency.
- Negotiate and coordinate service requirements while ensuring adherence to project timelines.

Internal Stakeholder Coordination
- Act as the central point of contact for event-related requirements across Business Units, Marketing, Design, and Leadership teams.
- Collect and consolidate product, technical, branding, and content inputs required for event participation.
- Ensure timely approvals and alignment among stakeholders.
- Drive accountability for deliverables and proactively follow up on pending actions.

Logistics & On-Ground Execution
- Coordinate product selection and shipment planning with Business Units.
- Manage packaging, inventory tracking, dispatch, customs-related documentation (where applicable), and venue delivery.
- Oversee exhibitor passes, worker passes, vehicle permits, goods entry passes, and visitor invitations.
- Ensure booth readiness, branding accuracy, and operational preparedness before event launch.
- Coordinate closely with venue authorities and fabricators for setup, dismantling, and last-minute operational requirements.
- Provide on-site support during events when required.

Post-Event Management
- Coordinate booth dismantling and material recovery activities.
- Manage product returns, asset collection, logistics closure, and inventory reconciliation.
- Ensure all marketing collateral and reusable assets are returned to relevant teams.
- Prepare structured post-event reports highlighting:

- Event outcomes

- Lead generation insights

- Execution successes

- Improvement opportunities

- Recommendations for future events

Founders' Office & Travel Support
- Support leadership teams with event-related travel arrangements.

- Coordinate

- Visa applications

- Invitation letters

- Flight bookings

- Hotel reservations

- Ground transportation
- Assist with stakeholder meetings, scheduling, and follow-up activities before and after events.
- Maintain communication with industry partners, organizers, and strategic contacts.

Required Qualifications
- Bachelor's degree in Marketing, Business Administration, Event Management, Communications, or a related discipline.
- 5+ years of experience in event coordination, exhibition management, marketing operations, or related functions.
- Proven experience managing B2B exhibitions, trade shows, conferences, or corporate events.
- Experience working with vendors, exhibitors, agencies, and external stakeholders.
- Strong understanding of event planning processes and operational workflows.

Primary Skills (Must Have) End-to-End Event Coordination




- Demonstrated capability to independently manage event lifecycles from planning through execution and closure.
- Strong project ownership with focus on timelines, quality, and stakeholder satisfaction.

Documentation & Compliance Management
- Experience handling complex event-related documentation and regulatory submissions.
- Strong attention to detail in compliance tracking and record management.

Vendor Management
- Hands-on experience coordinating multiple vendors simultaneously.
- Ability to drive accountability, maintain quality standards, and ensure timely execution.

Deadline & Project Tracking
- Exceptional organizational skills with the ability to manage multiple events and parallel deadlines.
- Strong follow-up and execution discipline.

Logistics Management
- Experience in shipment coordination, inventory tracking, dispatch planning, and event logistics.
- Ability to handle operational challenges and last-minute event requirements.

Communication & Stakeholder Management
- Strong written and verbal communication skills.
- Ability to coordinate effectively across leadership teams, vendors, organizers, and internal stakeholders.

Preferred Skills
- Experience managing international B2B exhibitions across Europe, the Middle East, or Southeast Asia.
- Exposure to defence, aerospace, electronics, manufacturing, or industrial trade events.
- Familiarity with events such as Aero India, DefExpo, Defence & Security exhibitions, or similar industry platforms.
- Basic understanding of branding, booth design, and marketing collateral production.
- Knowledge of international travel documentation and visa processes.
- Experience using CRM platforms and project management tools such as HubSpot, Asana, ClickUp, Monday.com, or similar systems.

Technical Competencies
- Advanced proficiency in Microsoft Excel and Google Sheets.
- Solid working knowledge of Microsoft Office and Google Workspace.
- Experience maintaining trackers, budgets, project plans, and documentation repositories.
- Familiarity with cloud-based collaboration and document management systems.

Soft Skills
- High ownership mindset with a strong sense of accountability.
- Calm and structured approach under pressure.
- Excellent attention to detail and process discipline.
- Proactive and solution-oriented attitude.
- Strong prioritization and multitasking abilities.
- Collaborative yet assertive in managing stakeholders and vendors.
- Adaptable and comfortable switching between strategic planning and hands-on execution.
- Ability to anticipate risks, escalate issues early, and drive timely resolution.

What Sanlayan Offers
- Opportunity to work at the forefront of India's defence and aerospace ecosystem.
- High-visibility role with direct exposure to senior leadership and the Founders' Office.
- Ownership of global exhibition and event programs.
- Fast-paced environment with significant learning and growth opportunities.
- Opportunity to represent Sanlayan at leading domestic and international industry events.

📌 Event Coordinator Consultant (Bengaluru)
🏢 Sanlayan
📍 Bengaluru