Events Manager

Position Title: Event Manager

Location: Chandigarh University, Gharuan, Mohali, Punjab

Role Purpose:

The Event Manager will be responsible for planning, coordinating, and executing university events, conferences, seminars, cultural festivals, convocations, workshops, corporate engagements, and other institutional functions. The role requires strong event management, vendor coordination, budgeting, logistics, and stakeholder management skills to ensure the successful execution of events in line with the universitys standards and objectives.

Key Responsibilities:

1. Event Planning and Execution

Plan, organize, and execute university events, conferences, seminars, workshops, cultural festivals, and official functions.

Develop event plans, timelines, checklists, and execution schedules.

Ensure smooth coordination of all event activities, from pre-event preparation to post-event closure.

Conduct site inspections and oversee venue readiness before events.

2. Coordination and Stakeholder Management

Coordinate with university departments, faculty, students, management, guests, and external stakeholders.

Work closely with the production, stage, sound, lighting, hospitality, transport, security, and housekeeping teams.

Manage communication with speakers, dignitaries, performers, and event participants.

Ensure all stakeholders are aligned with event requirements and timelines.

3. Vendor and Resource Management

Identify, coordinate, and manage external vendors, event agencies, decorators, caterers, and technical service providers.

Obtain quotations, compare costs, and coordinate vendor bookings and deliverables.

Monitor vendor performance and ensure adherence to agreed service standards.

Manage event materials, equipment, manpower, and other resources efficiently.

4. Budgeting and Cost Control

Prepare event budgets and track expenses against approved allocations.

Coordinate purchase requisitions, vendor payments, invoices, and supporting documentation.

Identify cost-effective solutions without compromising event quality.

Maintain accurate records of event-related expenses.

5. Event Production and Logistics

Oversee venue setup, stage arrangements, branding, signage, seating, lighting, sound, and audiovisual requirements.

Ensure the availability of required equipment, materials, and technical support.

Coordinate guest movement, registration, hospitality, transportation, and accommodation wherever required.

Monitor event execution on-site and resolve operational issues promptly.

6. Post-Event Reporting and Evaluation

Prepare post-event reports covering attendance, expenditure, execution, feedback, and outcomes.

Collect stakeholder feedback and identify areas for improvement.

Maintain event documentation, photographs, vendor details, and performance records.

Recommend improvements in event processes, resource utilization, and service delivery.

Educational Qualifications:

Bachelors degree in Event Management, Hospitality Management, Business Administration, Mass Communication, Public Relations, or a related field.

A postgraduate degree or MBA in a relevant discipline will be an added advantage.

Experience:

Experience Required: 3–5 years of relevant experience in event planning, coordination, and execution.

Experience managing large-scale institutional, corporate, cultural, or public events will be preferred.

Experience in managing multiple events simultaneously, vendor relationships, event budgets, and cross-functional teams is desirable.

Required Skills and Competencies:

Strong event planning and project management skills.

Excellent communication, coordination, and interpersonal abilities.

Vendor negotiation and budget management.

Team leadership and problem-solving capabilities.

Ability to work under pressure and manage tight deadlines.

Strong organizational skills and attention to detail.

Proficiency in MS Office, Excel, presentations, and event planning tools.

Flexibility to work extended hours, weekends, and holidays as per event schedules.

Call me at 8727000753