Events Manager

Varthur Foundation Trust; Bengaluru; On-site; INR 350,000 - 520,000; Full time

Job summary

Chrysalis high school Corporate office in Bengaluru seeks a Female events professional to plan and execute campus-wide events. The role covers calendar planning, vendor management, budgeting, and cross-functional coordination with academic, marketing, admissions, and campus teams.

Responsibilities include end-to-end event execution, risk management, and post-event reviews to improve future activities. Location is Whitefield, with Monday–Saturday work and two Saturdays off per month.

Qualifications

• Experience in planning and executing events.
• Ability to coordinate across multiple campuses and teams.
• Vendor negotiation and budget management experience.
• Knowledge of safety and risk management for events.

Responsibilities

• Plan and oversee all central and campus-level events across the school chain.
• Develop the annual event calendar in coordination with academic, marketing, admissions, and campus teams.
• Define event objectives, timelines, budgets, and execution plans.
• Take ownership of events from conceptualisation to closure.
• Ensure events are conducted consistently across campuses per organisational standards.
• Coordinate with Campus Heads, Admin, HR, Marketing, Admissions, and other stakeholders.
• Identify, evaluate, and coordinate with event vendors, production agencies, decorators, photographers, and teams.
• Prepare event budgets and monitor expenses within approved budgets.
• Oversee venue setup, run-of-show documents, and logistics.
• Ensure brand consistency and engaging experiences for students, parents, employees, and guests.
• Lead and mentor the event team and campus coordinators.
• Conduct post-event reviews and report outcomes and recommendations.

Skills

Event Planning

Vendor Management

Budgeting

Team Leadership

Risk Management

Communication

Job description

Female candidate only

Please apply only if you have any experience in events

Chrysalis high school Corporate office

Working Days (Monday to Saturday )2nd and 4th Saturday off

Locations : whitefield bangalore

1. Event Planning & Strategy

• Plan and oversee all central and campus-level events across the school chain.
• Develop the annual event calendar in coordination with academic, marketing, admissions, and campus teams.
• Define event objectives, timelines, budgets, and execution plans.

End-to-End Event Execution

• Take ownership of events from conceptualisation to closure.
• Ensure smooth execution of school events such as annual day, sports day, exhibitions, competitions, celebrations, award ceremonies, orientations, workshops, and special events.
• Ensure events are conducted consistently across campuses as per organisational standards.

Campus Coordination

• Coordinate with Campus Heads, Academic Heads, Admin, HR, Marketing, Admissions, and other stakeholders.
• Clearly allocate responsibilities and timelines to respective campus teams.
• Monitor campus-level execution and provide support wherever required.

Vendor & Partner Management

• Identify, evaluate, and coordinate with event vendors, production agencies, decorators, photographers, entertainers, artists, technical teams, etc.
• Negotiate commercials and ensure quality delivery within approved budgets.
• Maintain a reliable vendor database.

Budget & Cost Management

• Prepare event budgets and obtain necessary approvals.
• Monitor expenses and ensure events are delivered within approved budgets.
• Track quotations, purchase orders, invoices, and vendor payments in coordination with Finance/Admin.

Event Production & Logistics

• Oversee venue setup, stage, sound, lighting, branding, seating, transportation, catering, security, registrations, and other logistics.
• Prepare detailed event checklists and run-of-show documents.
• Ensure all arrangements are completed within defined timelines.

Brand & Experience

• Ensure all events reflect the school's brand standards and positioning.
• Maintain consistency in event quality, communication, branding, dcor, and overall experience across campuses.
• Focus on creating engaging experiences for students, parents, employees, and guests.

Risk Management & Safety

• Ensure appropriate safety, security, crowd management, emergency preparedness, and child-safety measures.
• Identify potential risks in advance and ensure contingency plans are in place.

Team Management

• Lead and guide the event team and coordinate with campus event coordinators.
• Allocate responsibilities and monitor performance.
• Build event execution capability within campus teams.

Post-Event Review

• Conduct post-event reviews and gather feedback from key stakeholders.
• Analyse event outcomes, attendance, expenditure, feedback, and challenges.
• Prepare event reports and recommend improvements for future events.

Key KPIs

• Events delivered on time and within approved budget
• Event quality and stakeholder satisfaction
• Campus compliance with event standards
• Vendor performance and cost optimisation
• Attendance/participation levels
• Number of event-related escalations
• Post-event feedback scores
• Timely closure of event documentation and payments
• Consistency of event experience across campuses