Event Manager

• Position:

  Event Manager

• Department:

  MIT ADT University

• Experience:

  5-8 years

• Location:

  MIT ADT University, Rajbaugh, Loni Kalbhor, Pune, Maharashtra - 412201

Position Summary

Key Responsibilities

1. 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.

2. 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.

3. 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.

4. 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.

5. 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

5. 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.

6. 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.

Required Skills and 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.

• 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.

MIT ADT University Offers

• A dynamic and intellectually stimulating work environment.
• Opportunity to lead high-impact events that shape the Universitys image and student experience.
• Competitive salary and benefits package commensurate with experience.