Conference Programme & VIP Coordinator

Location: Goa, India
Type: Short-term contract / Event-specific role

About the Role
We are seeking a highly organised and detail-oriented professional to join the team as our Conference Programme & VIP Coordinator. This role blends programme management with high-level guest relations, ensuring both the event content and our distinguished speakers’ participation run seamlessly.

You will be responsible for managing the conference programme timeline, preparing detailed speaker briefs, and serving as the primary point of contact for VIP guests before and during the event. You will also coordinate logistics such as travel, accommodation, and transport, liaising closely with hotels, transfer providers, and internal teams.

Key Responsibilities

• Coordinate and maintain the overall conference programme schedule, ensuring sessions, speakers, and timings are accurate and up to date.
• Draft and distribute detailed speaker briefs, including session objectives, audience profiles, and logistical information.
• Provide onsite support for VIP speakers and senior delegates, ensuring smooth arrival, participation, and departure.
• Liaise with the official transfer company to arrange and adjust transport schedules in line with speaker travel changes.
• Collect RSVPs, maintain and update the speaker tracker, and ensure data accuracy.
• Confirm travel arrangements, including hotels and flights, and manage any changes promptly.
• Coordinate closely with hotels to confirm itineraries and special requirements for VIPs.
• Handle sensitive guest information with the highest level of confidentiality.
• Work closely with project managers to ensure programme milestones are met and provide support with any ad hoc tasks related to the conference.

Requirements

• Proven experience in event coordination, programme management, or high-level guest relations.
• Excellent written and verbal communication skills in English; ability to prepare professional speaker briefs and programme documents.
• Exceptional organisational skills and attention to detail.
• Ability to work under pressure and manage last-minute changes effectively.
• Professional demeanour and confidence when interacting with VIP guests and senior stakeholders.
• Availability to be onsite in Goa for the full duration of the Summit (1–3 February 2026) and pre-event preparation days.

Job Type: Contractual / Temporary
Contract length: 6 months

Pay: From ₹30,000.00 per month

Application Question(s):

• Please tell us why you would be an ideal candidate for this role

Work Location: Remote