Freelance Event Coordinator

Job Description – Freelance Event Coordinator

Position Overview

A Freelance Event Coordinator is responsible for planning, organising, and executing events on a project basis. This role requires strong coordination, vendor management, on-ground supervision, and the ability to adapt quickly to different types of events such as corporate events, exhibitions, weddings, social events, artist events, and college festivals.

Key Responsibilities

1. Event Planning & Coordination

• Understand client requirements and event objectives for each project.
• Assist in planning event concepts, timelines, and execution strategies.
• Conduct venue research, coordinate site visits, and prepare layout or setup plans.
• Support in preparing event schedules, checklists, and flow-of-event documents.

2. Vendor & Stakeholder Management

• Coordinate with vendors including décor, production, audio-visual, catering, hospitality, logistics, and artist teams.
• Negotiate pricing and ensure timely delivery of services.
• Liaise with venues, suppliers, and technical teams for smooth coordination.

3. On-Ground Event Execution

• Supervise event setup, production, and dismantling activities.
• Handle guest management, hospitality arrangements, registration counters, and backstage coordination.
• Ensure all elements are executed according to plan, theme, and timelines.
• Quickly troubleshoot issues that arise during event operations.

4. Client Servicing

• Act as the on-ground point of contact for the client during the event.
• Provide real-time updates and handle last-minute changes professionally.
• Maintain high service standards to ensure client satisfaction and repeat opportunities.

5. Administration & Reporting

• Maintain documentation related to vendor coordination, budgets, and event operations.
• Submit post-event reports, photos, feedback, and performance summaries.
• Manage invoices, payment follow-ups (if required), and basic project accounts.

Required Skills & Competencies

• Strong communication and interpersonal skills.
• Excellent multitasking and time-management abilities.
• Practical knowledge of on-ground event execution.
• Good understanding of vendor ecosystem across event categories.
• Problem-solving capability and ability to work under pressure.
• Flexible to work on different event formats and timings.

Experience & Qualifications

• Prior experience in event coordination, exhibitions, artist management, or hospitality is preferred.
• Ability to manage events independently or as part of the larger event team.
• Professional conduct and strong sense of responsibility.

Job Types: Part-time, Internship, Contractual / Temporary, Freelance, Volunteer
Contract length: 3 months

Pay: ₹8,086.00 - ₹30,000.00 per month

Expected hours: 10 per week

Benefits:

• Flexible schedule
• Food provided

Work Location: In person