Role Overview
A seasoned Event Operations Lead to own end-to-end execution of large-format premium events. The role requires strong commercial acumen, operational rigor, and production sensibility to ensure flawless delivery across logistics, speaker management, venue operations, branding execution, and broadcast coordination.
This role will lead operational planning from concept finalization to post-event reconciliation, ensuring execution excellence while maintaining cost control and governance standards.
Key Responsibilities
End-to-End Event Planning & Execution
- Develop comprehensive project plans, production timelines, and detailed run-of-show documents
- Lead execution of conferences, summits, awards, and closed-door CXO events
- Ensure all operational milestones are delivered on time and to quality standards
- Drive seamless on-ground execution and manage crisis resolution when required
Venue, F&B & Hospitality Ownership
- Identify, evaluate, and finalize venues aligned to event scale, positioning, and budget
- Lead venue negotiations in coordination with B&C / Procurement
- Oversee end-to-end venue operations including layout planning and service standards
- Curate and finalize F&B menus (including delegate meals, networking sessions, gala dinners, etc.)
- Oversee rooming lists, accommodation blocks, and guest stay logistics (if any)
Speaker Management & Logistics
- Own end-to-end speaker coordination including travel, accommodation, transfers, and briefing
- Ensure structured communication flow with speakers and their teams
- Oversee green room management, speaker movement grids, and rehearsal schedules
Branding, Production & LED Content Evaluation
- Work closely with creative teams and agencies to review and approve event branding creatives
- Evaluate LED screen content, motion graphics, stage backdrops, sponsor branding, and presentation decks
- Ensure consistency with brand guidelines and sponsor commitments
- Supervise stage fabrication, AV setup, lighting, and technical production
- Conduct technical rehearsals and ensure error-free live execution
TV Partner & Broadcast Coordination
- Coordinate closely with TV / broadcast partners for events involving coverage or telecast
- Align stage design, lighting, and run-of-show to broadcast requirements
- Manage technical integration between event production and broadcast teams
- Ensure timelines, rehearsals, and content flows are aligned with telecast needs
- Oversee on-ground coordination between production crew and TV teams
Vendor Selection & Governance (with B&C)
- Work closely with B&C / Procurement to ensure structured vendor selection processes
- Ensure contractual documentation, compliance requirements, and approval processes are followed
- Maintain strong vendor relationships while ensuring cost efficiencies
Budgeting & Financial Control
- Prepare and manage detailed event budgets across production, logistics, F&B, hospitality, and broadcast
- Track spends and maintain cost discipline
- Oversee post-event reconciliation and vendor payment closure
- Identify cost optimization opportunities without compromising experience
Cross-Functional & Sponsor Alignment
- Coordinate with editorial, marketing, sales, sponsorship, and broadcast teams
- Ensure sponsor deliverables and branding commitments are executed as contracted
- Align execution with overall business objectives and revenue commitments
Required Skills & Experience
- 10–15 years of event operations experience
- Proven track record managing large-scale B2B conferences and premium CXO events
- Strong experience handling production, AV, stage fabrication, and broadcast-linked events
- Strong negotiation and budget management skills
- Ability to lead cross-functional stakeholders and vendors
- High attention to detail and structured execution capability
- Strong problem-solving ability under pressure
