Event Manager

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 hr.resume@mituniversity.edu.in