Event Production Executive

Benison Event Co; Ahmedabad; On-site; INR 400,000 - 700,000; Full time

Job summary

Benison Event Co is seeking a Production Executive to support planning, coordination, and on-ground event production execution. The role requires proactivity, vendor liaison, and multitasking under tight deadlines.

You will manage fabrication progress, material sourcing, on-site installation, labour coordination, and post-event wrap-ups, ensuring adherence to approved designs and schedules. Local travel and extended hours may be required.

Qualifications

• 02 years of experience in event production, décor execution, exhibitions, fabrication, or a related field preferred.
• Freshers with strong coordination skills, enthusiasm, and a willingness to learn may also apply.
• Basic understanding of event décor materials, fabrication, and installation processes.
• Strong communication and vendor coordination skills.
• Good organisational skills and attention to detail.
• Basic knowledge of Excel, Google Sheets, and WhatsApp-based coordination.
• Ability to work under pressure and handle multiple tasks.
• Willingness to travel locally for material sourcing, vendor visits, and event setup.
• Flexibility to work extended hours, weekends, and event days.

Responsibilities

• Assist the Production Specialist in planning and executing event production requirements.
• Understand approved event designs, layouts, and production specifications.
• Coordinate daily production activities with vendors, contractors, and internal teams.
• Maintain production checklists and ensure tasks are completed on time.
• Follow up on fabrication progress, material availability, and delivery schedules.
• Communicate production updates, delays, and challenges to the Production Specialist.
• Coordinate with carpenters, fabricators, painters, printers, florists, and other vendors.
• Visit workshops and vendor locations to check fabrication progress.
• Verify production work against approved dimensions, quantities, and specifications.
• Follow up on samples, prototypes, prints, and finished materials.
• Identify production errors and report them for timely correction.
• Ensure materials and décor elements are ready according to production schedules.
• Be physically present at event sites during setup and execution.
• Coordinate installation of stages, entrances, backdrops, photo booths, centrepieces, decorative structures, and other elements.
• Supervise labour teams and monitor installation completion.
• Ensure materials are placed and installed according to layouts and instructions.
• Coordinate with the Event Designer for styling and corrections.
• Check installation quality, finishing, cleanliness, and site readiness.
• Escalate technical or safety concerns to the Production Specialist.
• Support last-minute modifications and on-site production requirements.
• Coordinate manpower for fabrication, loading, unloading, installation, and dismantling.
• Communicate work assignments and timelines to labour teams.
• Monitor attendance, work progress, and productivity.
• Ensure labour have required materials, tools, and instructions.
• Maintain records of manpower deployment and hours.
• Report shortages, delays, and execution challenges promptly.
• Coordinate movement of production materials between workshops, storage facilities, and venues.
• Arrange vehicles and transportation as instructed.
• Prepare loading/unloading checklists.
• Verify quantities dispatched and received.
• Ensure timely delivery of props and equipment.
• Coordinate safe packing, handling, and return of reusable materials.
• Maintain records of décor props, materials, structures, and equipment.
• Organise and maintain storage areas.
• Track materials issued and returned after events.
• Report damaged, missing, or unusable inventory.
• Support repairs and refurbishment of reusable décor materials.
• Ensure items are packed, labeled, and stored.
• Check fabricated elements for finishing, measurements, and quality.
• Verify installations match specifications.
• Coordinate corrections with vendors and labour teams.
• Keep work areas safe and organised during installation.
• Follow site safety instructions and report unsafe conditions.
• Assist with final production walkthroughs and handover readiness.
• Submit post-event production updates and expense records.
• Maintain daily task lists, trackers, and vendor follow-up records.
• Provide regular production status updates and reports.

Skills

Event coordination

Vendor coordination

Communication

Organisational skills

Excel / Google Sheets

Willingness to travel

Education

No formal degree required

Tools

Excel

Google Sheets

WhatsApp coordination

Job description

About the Role

We are looking for an energetic, organised, resourceful, and hands-on Production Executive who can support the planning, coordination, and on-ground execution of event production.

The ideal candidate should be proactive, comfortable working with vendors and labour teams, and capable of managing multiple production tasks under tight deadlines.

Key Roles & Responsibilities

1. Production Coordination

• Assist the Production Specialist in planning and executing event production requirements.
• Understand approved event designs, layouts, and production specifications.
• Coordinate daily production activities with vendors, contractors, and internal teams.
• Maintain production checklists and ensure assigned tasks are completed on time.
• Follow up on fabrication progress, material availability, and delivery schedules.
• Communicate production updates, delays, and challenges to the Production Specialist.

2. Dcor Fabrication & Vendor Follow-ups

• Coordinate with carpenters, fabricators, painters, printers, florists, and other production vendors.
• Visit workshops and vendor locations to check fabrication progress.
• Verify production work against approved dimensions, quantities, and specifications.
• Follow up on samples, prototypes, prints, and finished materials.
• Identify production errors and report them for timely correction.
• Ensure materials and dcor elements are ready according to production schedules.

3. Material Sourcing & Procurement

• Source materials, props, fabrics, hardware, and other production requirements.
• Contact suppliers for quotations, material availability, and delivery commitments.
• Assist in price comparisons and procurement coordination.
• Prepare and update material requirement lists.
• Coordinate material purchases and deliveries following internal approvals.
• Maintain records of purchased materials, quantities, and expenses.

4. On-Ground Dcor Installation & Execution

• Be physically present at event sites during setup and execution.
• Coordinate installation of stages, entrances, backdrops, photo booths, centrepieces, decorative structures, and other event elements.
• Supervise assigned labour teams and monitor completion of installation tasks.
• Ensure materials are placed and installed according to approved layouts and instructions.
• Coordinate with the Event Designer for styling and aesthetic corrections.
• Check installation quality, finishing, cleanliness, and overall site readiness.
• Escalate technical or safety concerns to the Production Specialist.
• Support last-minute modifications and on-site production requirements.

5. Labour & Contractor Coordination

• Coordinate manpower requirements for fabrication, loading, unloading, installation, and dismantling.
• Communicate work assignments and timelines to labour teams.
• Monitor attendance, work progress, and productivity.
• Ensure labour teams have the required materials, tools, and instructions.
• Maintain records of manpower deployment and working hours.
• Report labour shortages, delays, and execution challenges promptly.

6. Logistics & Transportation

• Coordinate the movement of production materials between workshops, storage facilities, and event venues.
• Arrange vehicles and transportation as instructed.
• Prepare loading and unloading checklists.
• Verify quantities of materials dispatched and received.
• Ensure timely delivery of props, structures, and production equipment.
• Coordinate the safe packing, handling, and return of reusable materials.

7. Production Inventory & Warehouse Management

• Maintain records of available dcor props, production materials, structures, and equipment.
• Assist in organising and maintaining storage areas.
• Track materials issued for events and returned after dismantling.
• Report damaged, missing, or unusable inventory.
• Support repairs, maintenance, and refurbishment of reusable dcor materials.
• Ensure reusable items are appropriately packed, labelled, and stored.

8. Quality Control & Site Readiness

• Check fabricated elements for finishing, measurements, and basic quality requirements.
• Verify that installations match the approved production specifications.
• Coordinate corrections with vendors and labour teams.
• Ensure work areas remain organised and safe during installation.
• Follow site safety instructions and report unsafe installations or working conditions.
• Assist the Production Specialist with final production walkthroughs.
• Ensure the assigned event areas are ready before the scheduled handover.

9. Dismantling & Post-Event Coordination

• Coordinate event dismantling according to the approved schedule.
• Supervise packing, loading, and transportation of production materials.
• Verify the return of props, structures, and reusable inventory.
• Ensure event sites are cleared and handed over as required.
• Record damaged or missing materials.
• Submit post-event production updates and expense records.

10. Documentation & Daily Reporting

• Maintain daily task lists, production trackers, and vendor follow-up records.
• Update material purchase and delivery sheets.
• Document labour attendance and transportation requirements.
• Maintain bills, receipts, and expense records.
• Provide regular production status updates.
• Report pending tasks, delays, shortages, and issues requiring management attention.

Required Skills & Qualifications

• 02 years of experience in event production, dcor execution, exhibitions, fabrication, or a related field preferred.
• Freshers with strong coordination skills, enthusiasm, and a willingness to learn may also apply.
• Basic understanding of event dcor materials, fabrication, and installation processes.
• Strong communication and vendor coordination skills.
• Ability to follow technical instructions, layouts, and production checklists.
• Good organisational skills and attention to detail.
• Basic knowledge of Excel, Google Sheets, and WhatsApp-based coordination.
• Ability to work under pressure and handle multiple tasks.
• Willingness to travel locally for material sourcing, vendor visits, and event setup.
• Flexibility to work extended hours, weekends, and event days.

Key Performance Indicators (KPIs)

Performance Area Expectations Task completion Assigned production tasks completed on time Vendor follow-ups Timely and accurate production updates Material coordination Correct quantities and on-time deliveries Installation support Efficient coordination of on-site setup Labour coordination Effective manpower allocation and follow-ups Inventory accuracy Proper material tracking and minimal losses Quality checks Timely identification and correction of errors Expense documentation Accurate records of purchases and payments Reporting Consistent and reliable daily updates Problem-solving Proactive handling of routine production challenges

Reporting Structure

Reports to: Production Specialist / Production Head

Works closely with: Event Planner, Event Designer, Fabrication Vendors, Labour Contractors, Logistics Teams, and External Suppliers.

What We Look For

We are looking for someone who is not afraid of being on the ground and taking charge of tasks.

Someone who follows up without being reminded, notices when something is missing, finds solutions instead of excuses, and takes pride in getting every detail right.

The role requires energy, discipline, ownership, and the willingness to learn how exceptional events are built from the ground up.

At Benison, the Production Executive is the person who keeps things moving from the workshop to the event floor.