Event Manager

Event Manager – Roles & Responsibilities

1. Event Planning & Strategy

• Understand event objectives, target audience, and expected outcomes.
• Develop detailed event plans including timelines, schedules, and budgets.
• Create concepts, themes, and event flow based on requirements.
• Conduct venue assessments and finalize layouts, seating, and setup plans.

2. Vendor & Partner Coordination

• Identify and negotiate with vendors (catering, AV, décor, logistics, etc.).
• Manage contracts, quotations, and service-level agreements.
• Coordinate with sponsors, partners, and external agencies.
• Ensure timely delivery and setup of all vendor-related requirements.

3. Budgeting & Cost Management

• Prepare event budgets and track expenses.
• Ensure cost control without compromising event quality.
• Maintain accurate records of payments, bills, settlements, and approvals.

4. Operations & Execution

• Oversee setup, logistics, and on-ground arrangements.
• Coordinate with internal teams (operations, coaching, customer support, admin, marketing).
• Ensure all equipment, materials, and resources are ready before the event.
• Manage registrations, ticketing, guest lists, and check-ins.

5. Team Coordination & Leadership

• Allocate tasks to staff and volunteers.
• Conduct pre-event briefing and assign responsibilities.
• Supervise performance and maintain discipline among the event crew.

6. Marketing & Promotion

• Work with marketing teams to promote events on social media, WhatsApp groups, email, and website.
• Coordinate branding materials like banners, posters, standees, and digital promotions.
• Ensure consistent brand visibility during the event.

7. Safety, Compliance & Risk Management

• Ensure compliance with venue policies, safety norms, and legal guidelines.
• Maintain checklist for crowd control, first aid, fire safety, and emergency procedures.
• Conduct risk assessment and implement preventive measures.

8. Client & Stakeholder Management

• Maintain strong communication with clients, parents, participants, or corporate teams.
• Address queries and solve issues during planning and execution.
• Ensure customer satisfaction and post-event follow-up.

9. Event Monitoring & Quality Control

• Ensure smooth flow of event schedule.
• Monitor stage, sound, lights, sports equipment, and participant needs.
• Troubleshoot issues quickly and professionally.

10. Reporting & Post-Event Activities

• Prepare event reports with attendance, outcomes, feedback, and photos/videos.
• Conduct internal review meetings to discuss improvements.
• Manage material return, vendor settlement, and closure documentation.