Event Planner

Benison Event Co; Ahmedabad; Vor Ort; INR 350.000 - 600.000; Vollzeit

Zusammenfassung

Benison Event Co in Ahmedabad, India seeks an experienced Event Planner to own events from concept to completion. You will lead client briefings, coordinate vendors, manage budgets, and oversee on-site execution to deliver premium experiences.

The role requires strong aesthetics, exceptional coordination, and the ability to handle multiple tasks and timelines while ensuring client satisfaction across weddings, luxury celebrations, corporate events, and large-scale productions.

Qualifikationen

• Minimum 13 years of experience in event planning or event management.
• Strong communication and interpersonal skills.
• Good aesthetic understanding and creative thinking.
• Excellent organisational and multitasking abilities.
• Proficiency in MS Excel, PowerPoint, Google Sheets, and other planning tools.
• Ability to work under pressure and manage tight deadlines.
• Strong problem-solving and decision-making skills.
• Willingness to work flexible hours, including weekends and event days.
• Experience with weddings, luxury celebrations, corporate events, or large-scale productions is an advantage.

Aufgaben

• Plan events from concept to execution including budgets, timelines and vendor coordination.
• Communicate with clients, document requirements and manage approvals.
• Identify and coordinate with vendors, obtain quotations, and negotiate where needed.
• Prepare detailed event budgets, track expenses, and ensure cost control.
• Create detailed run-of-show, guest flow, and logistics plans.
• Coordinate on-site execution, supervise setup, and manage timelines.
• Collaborate with designers, production teams, and hospitality staff.
• Maintain consistent project trackers, briefings, and post-event reports.
• Ensure high standards of client experience and vendor performance.

Kenntnisse

Communication skills

Interpersonal skills

Aesthetic understanding

Organisational skills

Multitasking

Problem solving

Decision making

Flexible hours

Experience with weddings / luxury /大型

Large-scale events experience

Tools

MS Excel

PowerPoint

Google Sheets

Jobbeschreibung

Role Overview

We are looking for a creative, organised, and detail-oriented Event Planner who can take ownership of events from initial planning to successful execution.

The ideal candidate should have a strong sense of aesthetics, excellent coordination skills, and the ability to manage multiple tasks, vendors, and timelines while ensuring exceptional client experiences.

Key Roles & Responsibilities

1. Event Planning & Concept Development

• Understand client requirements, preferences, budgets, and expectations.
• Work with the creative team to develop event concepts, themes, and experiences.
• Prepare event plans, presentations, mood boards, and proposals.
• Conduct venue visits and assess event requirements.
• Develop detailed event timelines and planning checklists.

2. Client Communication & Management

• Act as the primary point of contact for assigned clients.
• Conduct client meetings and document requirements, discussions, and approvals.
• Provide regular updates on event planning progress.
• Coordinate client feedback and communicate changes to internal teams.
• Ensure client expectations are managed professionally.

3. Vendor Management & Coordination

• Identify and coordinate with vendors, suppliers, and service providers.
• Obtain quotations, compare proposals, and support negotiations.
• Coordinate with decorators, caterers, artists, technical teams, and production vendors.
• Communicate requirements, deadlines, and deliverables to vendors.
• Ensure vendors meet agreed quality standards and timelines.

4. Budget Planning & Cost Control

• Prepare event budgets and detailed costing sheets.
• Track expenses, vendor quotations, and approved expenditures.
• Ensure event planning stays within the allocated budget.
• Coordinate payment schedules with the accounts team.
• Maintain accurate records of event expenses and vendor commitments.

5. Event Logistics & Operations

• Prepare detailed event schedules, production timelines, and run-of-show documents.
• Coordinate venue layouts, guest movement, seating arrangements, and hospitality requirements.
• Plan artist requirements, transportation, accommodation, and other logistics where applicable.
• Work closely with the production team on execution requirements.
• Identify potential operational challenges and prepare contingency plans.

6. On-Ground Event Execution

• Supervise event setup and ensure execution matches approved plans.
• Coordinate with vendors and internal teams during installation and event operations.
• Manage event timelines, rehearsals, and key activities.
• Handle unexpected situations and provide quick, practical solutions.
• Ensure smooth guest experiences and professional event delivery.
• Oversee event dismantling and handover where required.

7. Internal Team Coordination

• Coordinate with event designers, production executives, hospitality teams, and management.
• Delegate tasks and follow up on assigned responsibilities.
• Maintain updated project trackers, checklists, and timelines.
• Conduct pre-event briefings and post-event reviews.
• Ensure clear communication between all departments.

8. Documentation & Reporting

• Maintain event files, vendor databases, and client communication records.
• Prepare meeting notes, task lists, and event status reports.
• Document event changes, approvals, and important decisions.
• Prepare post-event reports covering execution, expenses, challenges, and improvements.

9. Dcor Production & Execution

• Work closely with the Event Designer to understand approved dcor concepts, mood boards, layouts, and technical requirements.
• Translate approved designs into actionable production plans, including material requirements, quantities, dimensions, and installation schedules.
• Coordinate with dcor fabricators, carpenters, florists, printers, lighting vendors, and other production teams.
• Conduct venue visits to assess measurements, installation feasibility, access points, and technical constraints.
• Prepare and maintain dcor production checklists, material lists, and execution timelines.
• Source materials, props, furniture, fabrics, florals, and other dcor elements according to the approved design and budget.
• Obtain production quotations, negotiate with vendors, and monitor costs without compromising design quality.
• Supervise fabrication and production progress to ensure accuracy, finishing quality, and timely completion.
• Oversee on-site dcor installation, including stages, entrances, backdrops, photo booths, centrepieces, ceiling installations, and other decorative elements.
• Ensure execution closely matches approved designs, including colour palettes, proportions, materials, placement, and finishing.
• Coordinate last-minute changes, modifications, and production challenges with the design team.
• Conduct final dcor walkthroughs and quality checks before client arrival.
• Supervise dismantling, material inventory, and the return or storage of reusable dcor elements.

Skills & Qualifications

• Minimum 13 years of experience in event planning or event management preferred.
• Strong communication and interpersonal skills.
• Good aesthetic understanding and creative thinking.
• Excellent organisational and multitasking abilities.
• Proficiency in MS Excel, PowerPoint, Google Sheets, and other planning tools.
• Ability to work under pressure and manage tight deadlines.
• Strong problem-solving and decision‑making skills.
• Willingness to work flexible hours, including weekends and event days.
• Experience with weddings, luxury celebrations, corporate events, or large‑scale productions is an advantage.

Key Performance Indicators (KPIs)

• Planning efficiency - Timely completion of milestones and deliverables
• Budget management - Minimal unapproved cost overruns
• Client satisfaction - Positive client feedback and smooth communication
• Vendor coordination - Timely delivery and minimal coordination gaps
• Event execution - Smooth events with minimal avoidable issues
• Documentation - Accurate and regularly updated project trackers
• Team collaboration - Clear delegation and timely follow‑ups

Reporting Structure

Reports to: Senior Event Planner / Event Head / Founder

Works closely with: Event Designer, Production Executive, Office Admin, Accounts, and External Vendors.