Event Coordinator

Fuel Stories; Bengaluru; On-site; INR 360,000 - 600,000; Full time

Job summary

Fuel Stories in Bengaluru is seeking an energetic Event Coordinator to manage events at premium venues across the city. You will coordinate client briefs, vendor partnerships and on-ground delivery for weddings, corporate events and private gatherings up to large-scale occasions.

The role requires hands-on participation, regular travel between venues, and strong organisational skills to take ownership from planning through successful execution.

Qualifications

• Minimum 1 year in events, event operations, event coordination.
• Experience in on-ground event execution preferred.
• Strong communication and interpersonal skills.
• Basic understanding of event production and vendor coordination.

Responsibilities

• Coordinate events from briefing through final execution.
• Understand client requirements, timelines, budgets and guest count.
• Assist clients in selecting decor, production and entertainment options.
• Prepare event checklists, timelines and run sheets.
• Conduct venue recce and coordinate setup and dismantling.
• Maintain professional communication with clients and vendors.

Skills

Event coordination

Vendor coordination

Client servicing

Communication

Time management

Problem solving

Excel

PowerPoint

Google Sheets

Presentations

On-site execution

Attention to detail

Tools

Microsoft Excel

PowerPoint

Google Sheets

Presentations

Job description

Experience:Minimum 1 year in Events / Event Operations / Event Coordination

Employment Type:Full-Time

Industry:Events & Hospitality

ABOUT THE ROLE

Location:Bengaluru

Experience:Minimum 1 year in Events / Event Operations / Event Coordination

Employment Type:Full-Time

Industry:Events & Hospitality

ABOUT THE ROLE

We are looking for an energetic, organised and hands-onEvent Coordinatorto manage and execute events across multiple premium venues and properties in Bengaluru.

The role involves handling a diverse range of events — from intimate50-guest birthdays, anniversaries and private gatheringstolarge-scale weddings, corporate events and celebrations of up to 1,000+ guests.

The ideal candidate should have a basic understanding ofevent operations and production, be comfortable interacting with clients and vendors, and have the ability to take ownership of an event from planning through successful on-ground execution.

This is a hands-on role that requires regular travel between different venues during the week.

KEY RESPONSIBILITIESEvent Planning & Coordination

• Coordinate events from initial briefing through final execution.
• Understand client requirements, event format, guest count, timelines and budgets.
• Assist clients in selecting suitable event services, decor, production and entertainment options.
• Prepare event checklists, timelines and run sheets.
• Conduct venue recce and understand venue-specific operational requirements.
• Coordinate event setup, execution and dismantling.

Client Coordination

• Act as the primary point of contact for assigned events.
• Understand client expectations and communicate requirements clearly to vendors and internal teams.
• Conduct client meetings and venue walkthroughs when required.
• Coordinate approvals for decor, production, entertainment and other event requirements.
• Maintain professional communication before, during and after every event.
• Collect client feedback following event completion.

Vendor Management

• Coordinate with decorators, production teams, photographers, DJs, artists, entertainers, fabricators and other event vendors.
• Ensure vendors clearly understand their scope of work, reporting time and venue requirements.
• Coordinate vendor access, setup and dismantling schedules.
• Follow up on vendor quotations, invoices and post-event deliverables.
• Maintain strong working relationships with approved vendors.

Event Operations & Execution

• Be present on-site during assigned event setups and executions.
• Monitor vendor reporting and setup timelines.
• Ensure the venue is event-ready before guest arrival.
• Coordinate production, decor, entertainment, hospitality and other event elements.
• Troubleshoot operational challenges during events.
• Coordinate with venue operations, security, housekeeping, F&B and other teams as required.
• Ensure smooth dismantling and venue handover following the event.

Basic Event Production

The candidate should have a basic working understanding of:

• Sound systems
• Lighting
• Stage setups
• LED screens / AV
• Decor
• DJ setups
• Live bands and artists
• Event furniture
• Basic electrical and power requirements
• Event layouts and floor plans

Advanced technical expertise is not mandatory; however, the candidate should understand basic event production requirements and be willing to continuously learn.

Documentation & Reporting

• Maintain documentation for every assigned event.
• Coordinate vendor security clearances and Delivery Challans (DCs) wherever required.
• Maintain approved quotations and vendor details.
• Collect vendor bills after events.
• Assist in preparing Post-Event Reports.
• Collect and organise event photographs and vendor deliverables.
• Ensure assigned events are properly documented and closed within defined timelines.

EXPERIENCE & SKILLS

• Minimum1 year of experiencein event management, event operations, wedding planning, corporate events, hospitality events or a related field.
• Previous on-ground event execution experience is preferred.
• Good communication and interpersonal skills.
• Basic understanding of event production.
• Strong vendor coordination and follow-up skills.
• Client servicing ability.
• Good time management and organisational skills.
• Ability to solve problems and make quick operational decisions.
• Attention to detail.
• Ability to work effectively under pressure.
• Working knowledge of Microsoft Excel, PowerPoint / Google Sheets and presentations.

ROLE REQUIREMENTS

This isnot a desk-only role.

The candidate must be comfortable with:

• Travelling between multiple venues across Bengaluru during the week.
• Working on-site during event setups and executions.
• Flexible working hours based on event schedules.
• Evening and weekend events.
• Extended working hours during large-scale event setups.
• Coordinating multiple vendors simultaneously.
• Handling last-minute operational requirements.
• Working in a fast-paced event environment.

WHO WE ARE LOOKING FOR

We are looking for someone who is:

Organised Proactive Presentable Responsible Resourceful Calm Under Pressure Willing to Learn

The ideal candidate should not simply wait for instructions. We are looking for someone who cantake ownership of an assigned event, follow up consistently, anticipate requirements and ensure that every detail is taken care of.

Successful events are built through strong planning, attention to detail and seamless on-ground execution.

If you enjoy the energy of live events, working with clients and creative teams, solving problems on the ground and seeing an empty venue transform into a successful event, we would like to hear from you.

I’ve kept the same JD ID so this is now the revised version. I’ve also removed references that could indirectly identify the partnership and made it suitable for sharing publicly on LinkedIn, WhatsApp, job portals, or directly with candidates.