1,099 Event Administration jobs in India

About the Company

MIT ADT University is seeking a dynamic, highly organized, and proactive Event Manager to take ownership of the complete lifecycle of all major university events, ranging from academic conferences, cultural festivals (like Persona Fest), convocation ceremonies, foundation days, internal workshops, and high-profile visits. This role requires exceptional leadership to manage overall planning, meticulous budgeting, effective cross-functional coordination, strategic vendor management, and collaborative execution of branding and promotion to ensure the successful and seamless execution of all events in line with the University's brand and objectives.

About the Role

The Event Manager will oversee the planning and execution of various university events, ensuring they align with the institution's objectives and brand. This role involves extensive collaboration with multiple departments and external vendors to create memorable experiences for participants and guests.

Responsibilities

Overall Event Planning & Strategy

• Develop a comprehensive annual calendar of university events in consultation with various departments (Academics, Marketing, Administration, Student Council, etc.).
• Define event objectives, scope, target audience, and success metrics for each event.
• Create detailed event work plans, timelines, and checklists, ensuring all milestones are met.
• Conceive creative event themes, concepts, and logistics to enhance the overall participant and visitor experience.

Budgeting and Financial Management

• Prepare detailed, itemized budgets for each event, ensuring cost-effectiveness and adherence to financial guidelines.
• Track all expenditures, manage invoicing, and process payments accurately.
• Identify opportunities for cost savings and potential revenue generation (e.g., sponsorships, ticket sales).
• Conduct a post-event financial analysis and prepare a final budget reconciliation report.

Vendor and Stakeholder Management

• Source, evaluate, and manage a preferred list of external vendors, including caterers, audio-visual providers, stage designers, decorators, transportation services, and security.
• Negotiate contracts, pricing, and service level agreements (SLAs) with vendors to secure the best value.
• Act as the primary liaison between the University and all external parties, ensuring clear communication and delivery as per specifications.
• Coordinate extensively with internal stakeholders (Faculty, Deans, IT, Maintenance, Security, Student Bodies) to align their requirements and resources for event execution.

Event Promotion, Branding, and Media Coordination

• Collaborate with the Communication/Marketing Department to develop a comprehensive marketing and promotional strategy for each event.
• Ensure all event communication (digital, print, and on-site) strictly adheres to the MIT ADT University brand guidelines, maintaining a consistent and professional image.
• Coordinate the design and production of all promotional materials, including event websites, brochures, advertisements, social media content, and signage.
• Manage media relations and public outreach activities for high-profile events, including issuing press releases, arranging media coverage, and facilitating on-site interviews.
• Oversee social media campaigns and digital registration processes to maximize visibility and attendance.
• Coordinate VIP/Guest Speaker protocol, including managing media interactions and branding visibility for distinguished visitors.
• Execution and Operations
• Oversee all logistical arrangements, including venue setup, seating plans, registration desks, signage, parking, and security protocols.
• Manage the on-site operations on the day(s) of the event, serving as the central point of command to troubleshoot issues promptly and effectively.
• Coordinate technical requirements (sound, lighting, projection, live streaming) to ensure flawless delivery.
• Manage guest list, invitations, RSVPs, and VIP protocol arrangements.

Coordination and Team Leadership

• Lead and motivate event teams (which may include administrative staff, student volunteers, and external hires).
• Delegate tasks clearly and supervise all staff/volunteers during setup, execution, and breakdown.
• Ensure all necessary permits, licenses, and insurance requirements are in place.

Post-Event Reporting and Improvement

• Conduct post-event evaluations, collecting feedback from attendees, stakeholders, and internal teams.
• Analyse event success against established KPIs.
• Prepare comprehensive reports documenting event outcomes, lessons learned, and recommendations for future improvements.

Qualifications

• Education: Master’s degree in Event Management, Hospitality, Mass Communications, or a related field.
• Experience: Minimum of 5-8 years of proven experience in planning and executing large-scale events, preferably within an educational institution or a similar corporate/public-facing environment.

Required Skills

• Exceptional project management and organizational skills with meticulous attention to detail.
• Strong financial acumen for budgeting, negotiation, and expense management.
• Excellent communication (written and verbal), interpersonal, and presentation skills.
• Proven ability to coordinate with Marketing/PR teams on event promotion and brand management.
• Demonstrated leadership ability to manage teams and multiple projects simultaneously under pressure.
• Proficiency in event management software and MS Office Suite (Excel, PowerPoint).
• Ability to work flexible hours, including evenings and weekends, as required by the event schedule.

If you are interested for the position please send your profile to

Key Responsibilities:

• Plan and execute travel events.
• Source and coordinate with luxury venues , vendors, designers, PR teams, and decor specialists
• Ensure brand alignment in guest experience from invitation to post-event communication
• Manage end-to-end logistics , budgeting, and event calendar
• Build and manage guest lists (HNIs, influencers, brand partners, media)
• Track post-event analytics: ROI, brand engagement, lead conversion, and customer feedback.

Candidate Requirements:

• 5-10 years of experience in luxury event management , retail activations, or hospitality-led brand experiences
• Exposure to premium brands , luxury retail, auto showrooms, real estate launches, or high-end hotels
• Strong vendor management and negotiation skills
• Passion for curating high-aesthetic environments with attention to detail
• Excellent communication, coordination, and stakeholder management skills
• Comfortable working in fast-paced, customer-centric, and experience-driven environments

About SmartQ:

We go many miles beyond the F&B industry into capturing hearts and making a real difference by resolving the root cause of the business problem. At the core we strive to understand our clients' requirements through the display of empathy and provide solutions with an analytical mind that are both scalable and sustainable.

In less than a decade we have made significant strides, streamlining cafeteria operations across the globe across multiple industries through our cutting-edge technology. Armed with a global presence across 17 countries, we believe in the principle of serving our clients and the ultimate users wholeheartedly. We are relentless at solving the key insight of “how do we make people feel the best every day!”

On the macro, we are built on 4 key pillars-great people, great food, great experience, and greater good. These pillars keep us firmly grounded to our work culture that resonates with humility and hard work, which shows in the projection of our growth trajectory.

Are you passionate about managing unforgettable events within a dynamic company environment?

If your answer is a resounding YES, then we are looking for you! As an Events Manager at SmartQ, your primary goal will be to oversee and play a crucial role in the entire lifecycle of an event, from initial planning to post-event evaluation, ensuring that every detail contributes to the success of the organization. In addition, a combination of interpersonal skills, strategic thinking, and a deep understanding of the clients and products will keep you functioning a cut above the rest. If you are a dynamic, results-oriented manager with a proven track record in steering MNCs toward unprecedented success, we invite you to seize this opportunity to make a profound impact on our global presence. Do you possess all these skills and wish to make a significant difference in the world of food and technology? Join us now!

Key roles and responsibilities:

• Initial Consultation : Meet with clients or event stakeholders to understand their goals, budget, and vision for the event.
• Budget Management: Create and manage a budget for the event, ensuring that all expenses are accounted for and kept within budget constraints.
• Event Design and Planning: Develop a detailed event plan, including timelines, schedules, and logistics. This may include designing the event layout, selecting themes, and coordinating branding and marketing efforts.
• Risk Management: Identify potential risks and develop contingency plans to mitigate them, ensuring the event proceeds smoothly even in unforeseen circumstances.
• On-Site Management: Be present on the day of the event to oversee all operations, manage staff and volunteers, handle emergencies, and ensure everything goes according to plan.
• Post-Event Evaluation: Conduct post-event evaluations to assess the success of the event, gather feedback, and identify areas for improvement.
• Menu Engineering: Design, analyze, and optimize menus to maximize profitability and customer satisfaction, considering factors like ingredient cost, popularity, and preparation time.
• Negotiation Skills: Effectively negotiate with vendors and suppliers to secure the best prices, quality, and delivery terms, ensuring cost efficiency without compromising quality.
• Vendor and Client Relationship Management: Build and maintain strong, collaborative relationships with vendors and clients to foster trust, reliability, and long-term partnerships.
• Food Knowledge: Stay updated on culinary trends, ingredient characteristics, and food safety standards to guide menu development and kitchen operations.
• Costing Knowledge: Accurately calculate food costs, portion sizes, and pricing strategies to ensure profitability while maintaining quality standards.
• Creativity with Food & Experience Enhancement: Innovate and experiment with food presentation, flavors, and menu concepts to enhance the overall dining experience and create unique offerings.
• Understanding Food Combos: Skillfully pair dishes and beverages to create appealing food combinations that enhance taste and customer satisfaction

Qualifications:

• People oriented and good team player
• Sound knowledge and experience of working with food partners
• Results Oriented, be accountable and hold accountable
• 3+ years of proven experience in managing in a similar environment
• Excellent negotiation, communication, and interpersonal skills.
• Self-motivated, agile and ability to adapt to a changing environment
• Graduate/Diploma in food and beverages, hospitality, hotel background

Message from CEO:

We've come to realize that we're not merely in the B2B Food service industry; we're in the business of 'Capturing Hearts.' We find ourselves in a unique position to turn ordinary, mundane corporate cafeterias into places of pure delight, where individuals can freely express themselves, find inspiration, and share happiness. Such a profound transformation opportunity is a rare gift, where the purpose of our enterprise transcends the ordinary. If this vision resonates with you, we invite you to join us in our mission to spread joy and happiness in a world weighed down by stress and pressure. Together, let's play our part in making this world a more beautiful place.

• Plan and execute all aspects of assigned events, ensuring they are delivered on time and within budget.
• Develop creative concepts and themes for events that align with client objectives.
• Source and negotiate with venues, caterers, and other vendors to secure the best services and rates.
• Manage event budgets, tracking expenses and ensuring financial viability.
• Develop detailed event timelines and project plans.
• Coordinate event logistics, including audiovisual, staging, and staffing requirements.
• Oversee marketing and promotion of events to drive attendance.
• Manage event registration processes and attendee communication.
• Conduct post-event evaluations, gathering feedback and reporting on success metrics.
• Stay updated on industry trends and best practices in event management.

• Bachelor's degree in Hospitality Management, Marketing, Communications, or a related field.
• Minimum of 4 years of experience in event planning and management.
• Proven ability to manage multiple events simultaneously.
• Excellent organizational, time management, and multitasking skills.
• Strong negotiation and vendor management capabilities.
• Exceptional communication, interpersonal, and client-facing skills.
• Proficiency in event management software and tools.
• Creativity and a keen eye for detail.
• Ability to work independently and effectively in a remote environment.
• Demonstrated problem-solving skills and the ability to think on your feet.

• Plan, organize, and execute a wide range of events, ensuring successful outcomes.
• Develop event concepts, themes, and overall program flow.
• Manage event budgets effectively, ensuring cost-efficiency and profitability.
• Source, negotiate with, and manage relationships with vendors (venues, caterers, AV, etc.).
• Develop detailed event timelines and project plans.
• Oversee on-site event logistics, including setup, registration, and attendee flow.
• Manage event staff, volunteers, and external contractors.
• Ensure compliance with all relevant health, safety, and security regulations.
• Handle guest inquiries and resolve any issues that may arise during events.
• Conduct post-event evaluations, gather feedback, and prepare comprehensive reports.

• Bachelor's degree in Hospitality Management, Marketing, Business Administration, or a related field.
• Proven experience in event planning and management.
• Strong understanding of event logistics, budgeting, and vendor management.
• Excellent organizational, time management, and multitasking skills.
• Exceptional communication, interpersonal, and negotiation abilities.
• Ability to work under pressure and adapt to changing circumstances.
• Proficiency in event management software and Microsoft Office Suite.
• Creative and innovative approach to event design and execution.
• Problem-solving skills and ability to think on your feet.
• A passion for creating outstanding guest experiences.

• Plan and manage all aspects of event logistics, including venue selection, catering, and AV requirements.
• Develop detailed event plans, timelines, and budgets.
• Negotiate contracts with vendors and suppliers to ensure cost-effectiveness and quality.
• Coordinate event setup, execution, and breakdown.
• Manage on-site event operations and troubleshoot any issues that arise.
• Ensure all events comply with safety regulations and legal requirements.
• Liaise with clients to understand their needs and ensure satisfaction.
• Develop creative concepts and themes for events.
• Manage event staff and volunteers.
• Conduct post-event evaluations and reporting.

• Bachelor's degree in Hospitality Management, Marketing, Communications, or a related field.
• Minimum of 3 years of experience in event planning and management.
• Proven track record of successfully planning and executing diverse events.
• Excellent organizational, time management, and multitasking skills.
• Strong negotiation and vendor management abilities.
• Exceptional communication and interpersonal skills.
• Ability to work under pressure and meet tight deadlines.
• Creative thinking and problem-solving skills.
• Proficiency in event management software is a plus.
• A passion for creating engaging and memorable experiences.

• Plan and manage all event logistics, including venue sourcing, setup, catering, entertainment, and AV requirements.
• Develop comprehensive event plans, timelines, and budgets, ensuring financial objectives are met.
• Coordinate with vendors, suppliers, and contractors to secure services and negotiate contracts.
• Oversee event execution on-site, ensuring smooth operations and addressing any issues that arise.
• Liaise with clients to understand their needs, objectives, and expectations, providing regular updates.
• Manage guest lists, invitations, and registration processes.
• Develop marketing and promotional materials for events, as needed.
• Conduct post-event evaluations, gathering feedback and analyzing performance against goals.
• Maintain strong relationships with clients, venues, and vendors.
• Stay updated on industry trends and innovative event concepts.

• Bachelor's degree in Hospitality Management, Marketing, Communications, or a related field.
• Minimum of 4-5 years of experience in event planning and management.
• Demonstrated success in managing a variety of event types and sizes.
• Excellent organizational, multitasking, and time management skills.
• Strong negotiation and vendor management abilities.
• Proficiency in event management software and Microsoft Office Suite.
• Excellent communication, interpersonal, and client-facing skills.
• Ability to remain calm and problem-solve under pressure.
• Creative thinking and a passion for delivering exceptional event experiences.
• Flexibility to work evenings and weekends as required by event schedules.