Event Manager

P P SAVANI UNIVERSITY · India

Job Summary:

The Event Manager is responsible for planning, organizing, coordinating, and executing all university events, ensuring they are delivered professionally, within budget, and aligned with the institution's objectives. The role involves managing academic, cultural, sports, student engagement, admissions, alumni, corporate, and ceremonial events while coordinating with internal departments and external vendors.

Key Responsibilities:

Event Planning & Execution

• Plan and execute university events from concept to completion.
• Prepare detailed event plans, timelines, budgets, and checklists.
• Coordinate logistics including venue setup, seating arrangements, décor, branding, audiovisual requirements, transportation, and hospitality.
• Ensure seamless execution of events with minimal disruption to academic activities.
• Conduct post-event reviews and submit event reports.

Academic & Institutional Events

Manage and coordinate:

• Convocation ceremonies
• Orientation and induction programmes
• Conferences, seminars, workshops, and Faculty Development Programmes (FDPs)
• Guest lectures and expert talks
• Accreditation and inspection visits
• University celebrations and foundation day events
• Research and innovation events

Student Engagement Events

Coordinate:

• Cultural festivals
• Sports events and tournaments
• Technical festivals
• Club activities
• Annual functions
• Talent competitions
• Student leadership programmes
• Community outreach initiatives

Admissions & Branding Events

• Coordinate admission campaigns, education fairs, and school outreach events.
• Support branding activities in collaboration with the Marketing and Admissions teams.
• Ensure consistent university branding across all event materials.

Vendor & Resource Management

• Identify and coordinate with event vendors, decorators, caterers, photographers, printers, artists, and technical service providers.
• Obtain quotations and negotiate contracts.
• Monitor vendor performance and ensure quality standards.
• Maintain vendor databases and documentation.

Budget Management

• Prepare and monitor event budgets.
• Ensure cost-effective utilization of resources.
• Process vendor bills and maintain financial records.
• Track expenses against approved budgets.

Coordination & Communication

• Liaise with academic departments, administration, finance, security, housekeeping, IT, transport, hospitality, and marketing teams.
• Coordinate with external guests, dignitaries, government officials, industry partners, and sponsors.
• Prepare event schedules and communication plans.

Compliance & Risk Management

• Ensure compliance with university policies and statutory requirements.
• Coordinate safety, emergency response, crowd management, and security arrangements.
• Obtain necessary permissions and approvals for events.

Documentation & Reporting

• Maintain event calendars and event records.
• Prepare invitations, programmes, agendas, and event documentation.
• Maintain photo and video archives.
• Submit post-event reports including attendance, outcomes, budgets, and feedback.

Qualifications

• Bachelor's degree in Event Management, Hospitality, Business Administration, Mass Communication, Public Relations, or a related field.
• Master's degree is preferred.
• Certification in Event Management is an added advantage.

Experience

• 8-10 years of experience in event management.
• Prior experience in a university, educational institution, hospitality, or corporate event environment is preferred.

Required Skills

• Excellent event planning and project management skills.
• Strong communication and interpersonal abilities.
• Leadership and team coordination skills.
• Budgeting and vendor negotiation expertise.
• Time management and multitasking capabilities.
• Problem-solving and decision-making skills.
• Proficiency in Microsoft Office and Google Workspace.
• Familiarity with event management software and online registration platforms.
• Ability to work under pressure and meet deadlines.