Job Description
Roles and Responsibilities
1. Pre-Event Planning
- Collaborate with the design and sales teams to understand event concepts, layouts, and production needs
- Conduct site visits
- Prepare BOQs (Bill of Quantities), vendor quotes, and timelines for fabrication and logistics
- Source and coordinate with vendors for dcor, fabrication, florals, lighting, AV, and rentals
- Create production timelines, checklists, and deployment plans
2. Vendor Management
- Finalize and manage third-party vendors for each event element
- Negotiate pricing, delivery terms, and contract agreements
- Coordinate production schedules and ensure timely execution
- Supervise vendor quality, on-site behavior, and adherence to brief
3. On-Site Event Execution
- Supervise setup and teardown of all production elements at the venue
- Lead the on-ground production team and ensure real-time coordination
- Troubleshoot any last-minute issues or vendor delays
- Ensure the final output matches the approved designs and client expectations
4. Budget & Resource Management
- Track production costs against budgeted estimates
- Minimize wastage of material, manpower, and resources
- Maintain inventory of reusable props and materials
- Ensure cost-effective execution without compromising on quality
5. Post-Event Closure
- Ensure smooth dismantling and vendor wrap-up
- Maintain documentation of vendor bills, payments, and feedback
- Create a post-event report including learnings, challenges, and photos of setup
- Update internal records for vendor performance and production benchmarks
-6. Team & Communication
- Coordinate with Creative Director, BD team, and Client Servicing throughout the project lifecycle
- Lead internal production team and assign clear responsibilities for each event
- Conduct team briefings, assign roles, and supervise execution
- Be the primary point of contact for production queries on site
