Event Management & Marketing Executive

Blue Data Consulting; Surat; On-site; INR 450,000 - 750,000; Full time

Job summary

Blue Data Consulting is seeking a hands-on Event Management & Marketing Executive to own the lifecycle of webinars, podcasts, workshops, training programs, exhibitions and community events from planning to post-event reporting.

You will coordinate speakers, vendors and internal teams, manage registrations and campaigns, and ensure on‑time, on‑budget delivery across multiple events in Surat and nearby locations. English and Hindi fluency is required; Gujarati is a plus.

Qualifications

• 3–6 years of event management, marketing experience.
• Fluency in English and Hindi; Gujarati helpful.
• Willingness to travel locally.

Responsibilities

• Plan and execute webinars, podcasts, workshops, and exhibitions.
• Coordinate speakers, vendors, venues and campaigns.
• Manage registrations, promotions, and post‑event reporting.
• Lead capture and follow‑up coordination.

Skills

Event management

Marketing

Stakeholder management

Campaign planning

Content coordination

Tools

Zoom

Microsoft Teams

Google Meet

Canva

CRM

Job description

We are looking for a hands‑on and ownership‑driven Event Management & Marketing Executive to manage webinars, podcasts, workshops, training programs, exhibitions, expos and community events.

The person will take responsibility for the complete event lifecycle—from planning and promotion to execution, participant engagement, lead capture and post-event reporting.

This is an execution-focused role for someone who enjoys running events, coordinating multiple stakeholders and creating marketing campaigns that generate registrations, engagement, visibility and business opportunities.

The successful candidate should be comfortable working independently, following up with speakers and vendors, managing event‑day operations and ensuring that every event is delivered successfully.

Key Responsibilities

1. Event Planning and Execution

• Develop and maintain a calendar of webinars, podcasts, workshops, training events, exhibitions and community programs.
• Convert event ideas into structured execution plans with objectives, timelines, budgets and responsibilities.
• Identify suitable dates, venues, speakers, trainers, partners and vendors.
• Prepare event checklists and monitor readiness across all workstreams.
• Coordinate internal teams, speakers, designers, vendors and external partners.
• Take ownership of event‑day operations and resolve last‑minute issues.
• Ensure that events are delivered on schedule, within budget and according to expected quality standards.
• Conduct post‑event reviews and document recommendations for improvement.

2. Webinars and Virtual Events

• Identify relevant webinar topics related to AI, technology, analytics, automation, careers and professional education.
• Coordinate with speakers, moderators and subject‑matter experts.
• Set up and manage webinars using Zoom, Microsoft Teams, Google Meet or similar platforms.
• Create registration forms and coordinate landing pages where required.
• Manage invitations, confirmations, reminders and participant communication.
• Conduct technical rehearsals and speaker briefings.
• Manage live sessions, including participant admission, moderation, polls, Q&A and recordings.
• Coordinate post‑event communication, feedback collection and resource sharing.
• Track registrations, attendance, engagement, enquiries and qualified leads.

3. Podcasts and Video Interviews

• Identify suitable podcast guests from the technology, business, education and startup ecosystem.
• Reach out to potential guests and coordinate recording schedules.
• Research speakers and prepare discussion themes and interview questions.
• Coordinate studio, venue, audio, video, lighting and technical requirements.
• Manage both physical and virtual podcast recordings.
• Coordinate video editing, branding, thumbnails, captions and publishing.
• Repurpose podcast content into short videos, social‑media posts, quotations and articles.
• Maintain a consistent podcast and video publishing calendar.
• Track views, engagement, watch time and enquiries generated.

4. Offline Workshops and Training Events

• Organise public workshops, corporate training programs, masterclasses and technology meetups.
• Coordinate venues, trainers, participants, event materials, certificates and refreshments.
• Manage registration desks and participant support during events.
• Coordinate audio‑visual equipment, seating, signage, photography and videography.
• Ensure that trainers and speakers receive complete event information and support.
• Collect participant feedback and coordinate certificates and post‑event resources.
• Support follow‑up with prospective students, professionals and corporate participants.

5. Exhibitions, Expos and Conferences

• Identify relevant exhibitions, conferences and technology expos in Surat and other priority locations.
• Evaluate exhibitor, sponsorship and participation opportunities.
• Coordinate stall booking and communication with event organisers.
• Manage stall branding, banners, brochures, demonstrations and promotional materials.
• Coordinate staff schedules, travel, logistics and on‑site operations.
• Develop pre‑event, live‑event and post‑event promotional campaigns.
• Capture visitor information and categorise potential leads.
• Prepare post‑event reports covering footfall, leads, expenditure and business opportunities.

6. Event Marketing and Campaign Management

• Develop a promotional plan for every event.
• Define the target audience, event message, channels and campaign timeline.
• Run campaigns through LinkedIn, email, WhatsApp and relevant online communities.
• Coordinate Instagram and Facebook promotions when relevant.
• Develop speaker‑led and partner‑led promotional campaigns.
• Coordinate outreach to colleges, companies, professional groups and local communities.
• Prepare clear content and design briefs for the support team.
• Review campaign creatives and ensure their timely publication.
• Monitor registrations and adjust campaigns where participation is below target.
• Support paid campaigns when approved.

7. Social‑Media and Content Coordination

• Maintain an event‑focused social‑media content calendar.
• Prepare post concepts, captions, campaign messages and basic content drafts.
• Coordinate with graphic designers, video editors and the content team.
• Schedule or publish approved content across relevant platforms.
• Promote upcoming events, speakers, training programs, success stories and participant outcomes.
• Monitor reach, impressions, engagement, clicks, registrations and enquiries.
• Recommend improvements based on campaign performance.

8. Partnerships and Community Outreach

• Build working relationships with colleges, universities, coworking spaces and professional communities.
• Engage with startup networks, technology communities, HR groups and L&D professionals.
• Develop relationships with local media, event organisers, speakers and influencers.
• Identify opportunities for joint events, community promotions and speaker exchanges.
• Coordinate with college training and placement departments.
• Support venue partnerships and audience‑sharing arrangements.
• Maintain an updated database of potential partners, communities and speakers.

9. Lead Capture and Follow‑Up Coordination

• Ensure that participant and visitor information is collected accurately.
• Categorise leads into students, professionals, corporate buyers, partners and speakers.
• Update the CRM or approved lead‑tracking system.
• Share qualified leads with the relevant sales, admissions or counselling team.
• Coordinate post‑event follow‑up communication.
• Track enquiries and conversions generated through events.
• Ensure that participant information is handled responsibly and according to applicable privacy requirements.

10. Budget and Vendor Management

• Prepare event‑level budget estimates.
• Obtain and compare quotations from venues and vendors.
• Coordinate with printers, photographers, videographers, caterers and production teams.
• Negotiate commercially reasonable rates and payment terms.
• Obtain internal approvals before confirming expenditure.
• Monitor planned versus actual event costs.
• Maintain a reliable database of local venues and event‑service providers.

Internal Support Available

The selected candidate may receive support from internal or remote teams for:

• Graphic design
• Technical subject‑matter inputs
• Administrative coordination

However, the candidate will remain responsible for preparing clear briefs, following up with support teams, maintaining timelines and ensuring successful final delivery.

Required Skills and Experience

• 3–6 years of relevant experience in event management, marketing, community management, education marketing or a related field.
• Demonstrated experience managing physical and virtual events.
• Working knowledge of digital marketing and social‑media campaigns.
• Experience coordinating speakers, vendors, venues, partners and participants.
• Strong planning, organisation and follow‑up capabilities.
• Ability to manage multiple events and deadlines simultaneously.
• Good written and verbal communication skills.
• Comfortable using LinkedIn, Canva, Google Workspace, WhatsApp Business, Zoom and similar tools.
• Basic understanding of campaign metrics, lead tracking and post‑event reporting.
• Ability to work independently with limited supervision.
• Willingness to travel locally and occasionally to nearby cities.
• Willingness to support events during evenings or weekends when required.
• Fluency in English and Hindi; Gujarati proficiency would be an advantage.

Preferred Qualifications

• Experience in technology, Artificial Intelligence, EdTech, professional education or corporate training.
• Existing relationships with colleges, universities, professional communities or event partners in Surat.
• Experience managing webinars, podcasts or video‑based content.
• Familiarity with CRM, email‑marketing or marketing‑automation platforms.
• Experience participating in exhibitions, expos or conferences.
• Basic copywriting, content‑creation or Canva skills.

Desired Attributes

We are looking for someone who is:

• Ownership‑driven and dependable
• Highly organised and detail‑oriented
• Energetic and comfortable interacting with people
• Proactive in following up with stakeholders
• Calm under pressure
• Resourceful when dealing with last‑minute problems
• Comfortable with hands‑on execution
• Focused on measurable outcomes
• Interested in AI, technology and professional education

Key Performance Indicators

Performance may be assessed through:

• Number of successfully delivered events
• Timely and within‑budget event execution
• Event registrations and attendance
• Cost per registration and qualified lead
• Participant feedback and satisfaction
• Qualified leads generated through events
• Event‑generated enquiries and conversions
• Number of active community and institutional relationships
• Social‑media reach and engagement
• Consistency of webinar, podcast and content publication
• Quality and timeliness of post‑event reports
• Vendor performance and cost management

This is a hands‑on role. The selected candidate must be comfortable:

• Taking end‑to‑end responsibility for events.
• Personally following up with speakers, vendors and internal teams.
• Conducting promotional outreach and campaign activities.
• Working from event venues when required.
• Handling last‑minute operational issues.
• Working occasionally during evenings or weekends.
• Travelling locally and occasionally outside Surat.
• Being measured on registrations, attendance, engagement, leads and event outcomes.

Why Join Us?

• Work in the fast‑growing AI, technology and professional education ecosystem.
• Lead diverse webinars, podcasts, training programs and offline events.
• Build relationships with industry leaders, universities, communities and technology professionals.
• Receive support from experienced design, content and technical teams.
• Gain significant ownership and an opportunity to grow into an events, community or marketing leadership role.