Event Coordinator Consultant

Ascendion Engineering; Bengaluru; Hybrid; INR 650,000 - 900,000; Full time

Job summary

Ascendion Engineering is seeking an experienced Event Coordinator for Bangalore hybrid events with a 2 PM–11 PM IST shift. You will manage client requirements, coordinate with vendors, and oversee budgets, logistics, and post-event reporting.

Strong AV production and communication skills are essential. Ideal candidates bring 5+ years of experience with large-scale events and a proven track record in regional and pan-India planning.

Qualifications

• At least 5 years of experience as an event coordinator with large events (500+ participants).
• Experience coordinating dozens of events simultaneously across regions.
• Strong vendor management and budget oversight abilities.
• Excellent written and verbal communication; public speaking on stage.
• Experience with audio/visual production and virtual events is a plus.

Responsibilities

• Identify client requirements and expectations for each event.
• Coordinate with vendors, exhibitors, and stakeholders to ensure seamless execution.
• Manage event setup, teardown, and post-event follow-up.
• Maintain and monitor event budgets and schedules.
• Book venues, entertainers, photographers, and schedule speakers.
• Oversee procurement of event supplies and inventory.
• Develop Run of Show, event scripts, and briefing materials.
• Collaborate with marketing for post-event communications and reporting.
• Prepare meeting agendas and minutes for event committees.
• Conduct final day inspections and assess event success.

Skills

Event coordination

Vendor management

Budget management

Public speaking

Project management

Stakeholder management

Communication skills

Multitasking

AV production

Negotiation

Education

Bachelor's degree in hospitality management

Bachelor's degree in Public Relations

Job description

Event Coordinator
Location: Bangalore, Hybrid
Shift: 2 PM - 11 PM IST
Responsibilities

• Identify the clients requirements and expectations for each event.
• Liaise with vendors, exhibitors, and stakeholders during the event planning process to ensure everything is in order and execute seamlessly.
• Manage all event setup, tear down, and follow-up processes.
• Maintain event budgets.
• Book venues, entertainers, photographers, and schedule speakers.
• Oversee the acquisition and management of event supplies, inventory and purchasing.
• Develop day of event materials including but not limited to Run of Show, event script, event briefings, honoree awards, table decorations.
• Outreach/Communications: Coordinate with marketing team including social media; Collaborate with marketing team to develop and disseminate post event evening email to all attendees; Develop post event wrap-up reporting: Recap, Reports and Receipts.
• Actively participate in event committees; assume responsibility for preparing agendas and meeting materials for distribution at least 3 business days prior to the meeting, taking meeting minutes noting committee and internal business follow up action.
• Conduct final inspections on the day of the event to ensure everything adheres to the clients standards.
• Assess an event overall success and submit findings.

Requirements

• At least 5 years experience as an event coordinator and at least 1-2 years of experience handling grand events of more than 500 participants.
• Responsible for executing and planning dozens of events simultaneously and successfully.
• Regional and national event planning and management experience.
• Managed internal corporate events for pan India locations.
• Demonstrated proven results using event analytics to show the impact on the bottom line.
• Highly creative, foresightedness and exceptional planning/organizational skills.
• Expert negotiator and able to deliver results on time and on (or under) budget.
• Well-organized with excellent multitasking abilities.
• Outstanding vendor management skills and excellent public speaking skills on stage.
• Excellent writing skills to handle event preparation communication campaigns.
• Experience in Audio Video production is mandatory.
• Experience conducting virtual events is a plus.
• Bachelors degree in hospitality management or public Relations is preferred.
• Strong communication and interpersonal skills.