Events Manager

Chandigarh University; Mohali; On-site; INR 600,000 - 900,000; Full time

Job summary

Chandigarh University in Mohali is seeking an experienced Event Manager to plan, coordinate and execute university events, conferences, festivals, convocations, and workshops. You will lead planning, timelines, venue readiness and on-site coordination with multiple teams.

The role requires strong budgeting, vendor management, stakeholder liaison, and the ability to manage tight deadlines and extended hours as needed.

Qualifications

• Bachelor’s degree in Event Management, Hospitality Management, Business Administration, Mass Communication or related field.
• Postgraduate degree or MBA in a relevant discipline is an added advantage.
• 3–5 years of relevant experience in event planning, coordination, and execution.

Responsibilities

• Plan, organize, and execute university events, conferences, seminars, workshops, cultural festivals, and official functions.
• Develop event plans, timelines, checklists, and execution schedules.
• Coordinate with departments, faculty, students, guests, and external stakeholders.
• Manage vendors, decorators, caterers, and technical service providers; obtain quotations.
• Prepare event budgets and track expenses against allocations; manage payments and invoicing.
• Oversee venue setup, branding, signage, seating, lighting, sound, and audiovisual needs.
• Coordinate guest movement, registration, hospitality, transportation, and accommodations when required.
• Prepare post-event reports and gather feedback for improvements.

Skills

Event planning

Project management

Communication

Vendor negotiation

Budget management

Stakeholder management

Team leadership

Time management

Education

Bachelor’s degree in Event Management or related field

Postgraduate degree/MBA an added advantage

Tools

MS Office

Excel

Presentation tools

Job description

Position Title: Event Manager

Location: Chandigarh University, Gharuan, Mohali, Punjab

Role Purpose:

The Event Manager will be responsible for planning, coordinating, and executing university events, conferences, seminars, cultural festivals, convocations, workshops, corporate engagements, and other institutional functions. The role requires strong event management, vendor coordination, budgeting, logistics, and stakeholder management skills to ensure the successful execution of events in line with the universitys standards and objectives.

Key Responsibilities:

1. Event Planning and Execution

Plan, organize, and execute university events, conferences, seminars, workshops, cultural festivals, and official functions.

Develop event plans, timelines, checklists, and execution schedules.

Ensure smooth coordination of all event activities, from pre-event preparation to post-event closure.

Conduct site inspections and oversee venue readiness before events.

2. Coordination and Stakeholder Management

Coordinate with university departments, faculty, students, management, guests, and external stakeholders.

Work closely with the production, stage, sound, lighting, hospitality, transport, security, and housekeeping teams.

Manage communication with speakers, dignitaries, performers, and event participants.

Ensure all stakeholders are aligned with event requirements and timelines.

3. Vendor and Resource Management

Identify, coordinate, and manage external vendors, event agencies, decorators, caterers, and technical service providers.

Obtain quotations, compare costs, and coordinate vendor bookings and deliverables.

Monitor vendor performance and ensure adherence to agreed service standards.

Manage event materials, equipment, manpower, and other resources efficiently.

4. Budgeting and Cost Control

Prepare event budgets and track expenses against approved allocations.

Coordinate purchase requisitions, vendor payments, invoices, and supporting documentation.

Identify cost-effective solutions without compromising event quality.

Maintain accurate records of event-related expenses.

5. Event Production and Logistics

Oversee venue setup, stage arrangements, branding, signage, seating, lighting, sound, and audiovisual requirements.

Ensure the availability of required equipment, materials, and technical support.

Coordinate guest movement, registration, hospitality, transportation, and accommodation wherever required.

Monitor event execution on-site and resolve operational issues promptly.

6. Post-Event Reporting and Evaluation

Prepare post-event reports covering attendance, expenditure, execution, feedback, and outcomes.

Collect stakeholder feedback and identify areas for improvement.

Maintain event documentation, photographs, vendor details, and performance records.

Recommend improvements in event processes, resource utilization, and service delivery.

Educational Qualifications:

Bachelors degree in Event Management, Hospitality Management, Business Administration, Mass Communication, Public Relations, or a related field.

A postgraduate degree or MBA in a relevant discipline will be an added advantage.

Experience:

Experience Required: 3–5 years of relevant experience in event planning, coordination, and execution.

Experience managing large-scale institutional, corporate, cultural, or public events will be preferred.

Experience in managing multiple events simultaneously, vendor relationships, event budgets, and cross-functional teams is desirable.

Required Skills and Competencies:

Strong event planning and project management skills.

Excellent communication, coordination, and interpersonal abilities.

Vendor negotiation and budget management.

Team leadership and problem-solving capabilities.

Ability to work under pressure and manage tight deadlines.

Strong organizational skills and attention to detail.

Proficiency in MS Office, Excel, presentations, and event planning tools.

Flexibility to work extended hours, weekends, and holidays as per event schedules.