Key Result Areas (KRAs) 18th ATOAI Annual Convention, Jim Corbett

1. Excel-Based Event Data Management & Documentation

- Prepare, maintain and regularly update comprehensive Excel sheets for all convention-related activities.

- Develop master trackers for delegate registrations, confirmations, accommodation, room allocation, transport schedules, vendor details and event requirements.

- Ensure accurate data entry, systematic record-keeping, cross-verification and timely updating of all information.

- Maintain consolidated Excel dashboards and status trackers for effective monitoring and coordination.

2. Delegate Registration & Management

- Manage the complete delegate registration process, including registrations, confirmations, payment status and participant details.

- Maintain an updated master delegate database with contact details, organisation names, registration categories and specific requirements.

- Coordinate directly with delegates regarding registration queries, confirmations and convention-related information.

- Ensure accurate registration records and delegate lists before and during the convention.

3. Accommodation & Rooming Coordination

- Prepare and maintain detailed hotel-wise rooming lists in coordination with delegates and hotel representatives.

- Track room allocation, check-in/check-out dates, occupancy, room categories, special requests and changes.

- Coordinate with hotels and delegates to ensure smooth accommodation arrangements.

- Regularly update rooming lists and resolve discrepancies or last-minute changes.

4. Transport & Travel Logistics Coordination





- Prepare detailed Excel-based transport schedules covering delegate arrivals, departures, pick-up points and drop arrangements.

- Collect and consolidate travel details, including flight, train and arrival timings from delegates.

- Coordinate vehicle allocation, driver details, vendor requirements and transfer schedules.

- Ensure timely communication between delegates, transport vendors and the convention coordination team.

5. Hotel, Vendor & Service Provider Coordination

- Coordinate with hotels, transport agencies, event management companies and other service providers.

- Maintain vendor databases, contact details, quotations, work allocations and deliverable trackers.

- Follow up on confirmations, arrangements, pending requirements and operational commitments.

- Ensure all vendor-related information is systematically documented and updated.

6. Pre-Convention Planning & Coordination

- Support the planning and execution of all pre-convention activities.

- Prepare and maintain Excel-based trackers for registrations, accommodation, transportation, event materials and operational requirements.

- Conduct regular follow-ups with delegates, vendors, hotels and internal teams to ensure readiness before the convention.





- Ensure all master sheets, delegate lists, rooming lists and transport schedules are finalised and verified ahead of the event.

7. On-Ground Convention Operations & Physical Coordination

- Be physically present at Jim Corbett during the convention (13–16 December 2026) to manage delegate registration and hospitality desks.

- Coordinate hotel check-ins, room allocations, transport movements and delegate requirements on the ground.

- Liaise directly with delegates, hotel staff, transport vendors and event teams to address operational requirements.

- Maintain and update all Excel trackers in real time to reflect changes, arrivals, departures and room or transport adjustments.

- Provide hands-on support to ensure smooth movement and coordination throughout the convention.

8. Speaker, Guest & Stakeholder Coordination

- Assist with maintaining speaker and special guest details, confirmations and arrival schedules.

- Coordinate with speakers, dignitaries, sponsors, tourism departments, partners and ATOAI members.

- Ensure relevant information is shared with the concerned teams and updated in the master coordination sheets.

9. Post-Convention Documentation & Closure

- Consolidate final delegate registration, accommodation and transportation records.

- Maintain vendor deliverable records, pending payments and settlement documentation.

- Assist with feedback collection, final reporting and systematic closure of convention-related records.Role & responsibilities

Preferred candidate profile

📌 Walk-in || Event Coordinator (New Delhi)
🏢 Adventure Tour Operators Association
📍 New Delhi