Exhibition & Event Planner (Government Projects)

1. Position Overview*

The Exhibition & Event Planner shall be responsible for *planning, coordination, and execution of government exhibitions, cultural events, fairs, and international national-level programmes* in accordance with approved guidelines, financial rules, and administrative procedures. The role involves close coordination with Government departments, vendors, artists, and stakeholders to ensure timely, transparent, and high-quality delivery of events of public and national importance.

2. Reporting Structure*

* Reports to: *Project Director / Nodal Officer / Event Head*

* Works in coordination with:

 * Government Departments & Authorities

 * Technical Consultants & Vendors

 * Finance, Accounts, and Audit Teams

 * Security, Protocol, and Local Administration

3. Key Responsibilities*

A. Planning & Conceptualization

• Prepare event and exhibition concepts in line with government objectives, themes, and approved guidelines.
• Develop detailed execution plans, layouts, schedules, and activity calendars.
• Assist in preparation of DPRs, concept notes, and proposal documents* for government approvals.

B. Coordination & Execution

• Coordinate with Central/State Government departments, district administration, and statutory bodies.
• Manage artist participation, exhibitors, cultural troupes, and institutions as per approved lists.
• Oversee venue preparation, exhibition layout, pavilion design, and infrastructure setup.
• Ensure execution as per approved timelines, quality standards, and safety norms.

C. Vendor & Procurement Management

• Support procurement processes in compliance with *GFR, GeM, CPPP, and government procurement norms.
• Coordinate with empanelled vendors for:

i. Exhibition fabrication and stalls

ii. Stage, sound, light, LED, and technical services

iii. Logistics, signage, and utilities

iv. Monitor vendor performance and ensure contract compliance.

D. Financial & Administrative Compliance

• Assist in budget preparation and cost estimation for events and exhibitions.
• Maintain records of work orders, invoices, bills, and supporting documents.
• Support preparation of Utilisation Certificates (UCs), Statements of Expenditure (SoE), and audit responses.
• Ensure adherence to financial discipline and approved cost heads.

E. Monitoring, Reporting & Documentation

• Prepare progress reports, daily status reports, and completion reports.
• Coordinate documentation, photography, videography, and archiving of events.
• Support post-event evaluation and impact assessment.

F. Protocol, Safety & Public Interface

* Coordinate protocol requirements for *VIPs, dignitaries, and official delegations*.

* Ensure compliance with *safety, fire, electrical, and crowd management norms*.

* Act as a liaison for *public-facing exhibition activities* and grievance handling, if required.

4. Eligibility & Qualifications

Educational Qualification:

•  Bachelor’s degree in Event Management, Mass Communication, Architecture, Design, Management, Fine Arts, or related discipline.
• Postgraduate qualification in Event Management / Public Administration / Management preferred.

Experience:

•  Minimum 3-6 years of experience in government exhibitions, cultural events, fairs, or large public programmes.
• Prior experience with Ministry/State Government events, PSUs, or government-empanelled agencies is desirable.

5. Key Skills & Competencies

• Strong understanding of government event protocols and procedures
• Knowledge of GFR, procurement norms, and financial compliance
• Vendor coordination and stakeholder management
• Planning, scheduling, and multitasking abilities
• Documentation, reporting, and file management skills
• Ability to work under tight timelines and high public visibility
• Excellent communication and coordination skills

6. Place of Posting

New Delhi & As per project requirements (may involve frequent travel and on-site deployment at exhibition/event locations)