Job Description: Event Manager
Company: Gyanic G-Tek Private Limited
Department: Marketing and Events
Job Title: Event Manager
Location: Delhi NCR
Employment Type: Full-time
Work Mode: Work from Office with frequent travel
Reporting To: Head of Marketing / Senior Management
About Gyanic
Gyanic G-Tek Private Limited is an education technology company focused on creating accessible, personalised, and outcome-driven learning experiences for competitive-examination aspirants. The company combines academic expertise, mentorship, technology, and student engagement to build a comprehensive educational ecosystem.
As part of its outreach strategy, Gyanic plans to organise educational seminars, career guidance programmes, awareness campaigns, workshops, institutional collaborations, and student engagement events across multiple cities.
Role Overview
Gyanic is seeking a highly organised, resourceful, and execution-focused Event Manager to plan and manage educational events from concept to completion.
The Event Manager will be responsible for event planning, budgeting, sponsorship acquisition, institutional coordination, venue and vendor management, logistics, audience mobilisation, on-site execution, and post-event evaluation.
The ideal candidate should have strong communication, negotiation, leadership, and problem-solving abilities, along with the capacity to manage multiple stakeholders and deliver high-quality events within defined timelines and budgets.
Key Responsibilities
Event Planning and Execution
- Plan, organise, coordinate, and execute educational seminars, workshops, career guidance sessions, awareness campaigns, student engagement programmes, institutional events, and promotional activities.
- Develop event concepts, calendars, timelines, budgets, checklists, and detailed execution plans.
- Define event objectives, target audiences, expected participation, deliverables, and performance indicators.
- Coordinate all pre-event, on-site, and post-event activities to ensure seamless execution.
- Conduct venue inspections, technical checks, rehearsals, and readiness assessments before every event.
Venue and Logistics Management
- Research, evaluate, negotiate, and finalise suitable venues based on audience capacity, accessibility, facilities, safety, and budget.
- Manage venue bookings, permissions, registrations, seating arrangements, stage setup, signage, branding, audio-visual systems, internet connectivity, lighting, refreshments, transportation, accommodation, and security.
- Coordinate the production and distribution of event materials, including banners, standees, brochures, registration kits, merchandise, certificates, and promotional collateral.
- Prepare contingency plans for technical failures, speaker delays, crowd-management concerns, weather disruptions, and other operational risks.
Speaker and Guest Coordination
- Liaise with speakers, trainers, educators, mentors, celebrity guests, government representatives, institutional leaders, and other invited participants.
- Manage invitations, confirmations, travel, accommodation, hospitality, security, stage requirements, briefing notes, and event schedules.
- Ensure that speakers and guests receive timely information regarding the event agenda, audience profile, venue, responsibilities, and expected deliverables.
- Coordinate media interactions, audience engagement sessions, photographs, video recordings, and promotional commitments where applicable.
Sponsorship and Partnership Management
- Identify, approach, negotiate with, and onboard suitable sponsors and strategic partners.
- Prepare sponsorship proposals, presentations, packages, and customised partnership opportunities.
- Maintain accurate records of sponsorship commitments, payments, branding deliverables, and contractual obligations.
- Ensure timely fulfilment of sponsor benefits, including logo placement, stage branding, promotional mentions, exhibition space, media visibility, audience interaction, and digital promotion.
- Build long-term relationships with sponsors, educational institutions, media partners, vendors, and community organisations.
Marketing and Audience Mobilisation
- Work closely with the marketing, public relations, sales, academic, digital, and social media teams to promote events.
- Support the development of event campaigns across social media, email, WhatsApp, print media, outdoor advertising, institutional networks, and local outreach channels.
- Coordinate with schools, colleges, universities, coaching institutes, student communities, and local partners to maximise registrations and attendance.
- Monitor registration numbers, audience engagement, campaign performance, and city-wise participation.
- Support lead generation, student-data collection, enquiry management, and post-event conversion activities.
Vendor and Budget Management
- Identify and onboard reliable vendors for venues, production, audio-visual systems, catering, printing, security, transportation, photography, videography, branding, and event staffing.
- Obtain and compare quotations, negotiate commercial terms, and ensure clear service-level expectations.
- Prepare event-wise budgets and monitor planned versus actual expenditure.
- Optimise costs without compromising participant safety, brand standards, or event quality.
- Verify vendor invoices, maintain supporting documentation, and coordinate payment approvals with the finance team.
Team and Volunteer Management
- Recruit, train, brief, and supervise event coordinators, volunteers, promoters, registration staff, and support personnel.
- Assign responsibilities, create duty rosters, and communicate reporting structures clearly.
- Monitor team performance before, during, and after events.
- Conduct pre-event briefings and post-event review meetings.
- Ensure that all team members maintain professional conduct and follow organisational guidelines.
On-Site Event Management
- Lead complete on-site operations and serve as the primary point of coordination.
- Manage guest reception, registration desks, stage operations, audience movement, speaker coordination, vendor supervision, crowd management, and adherence to the event schedule.
- Resolve operational, logistical, technical, or participant-related issues promptly.
- Ensure a safe, professional, engaging, and high-quality participant experience.
- Protect the organisation’s reputation and brand presentation throughout the event.
Reporting and Performance Evaluation
- Collect feedback from participants, speakers, sponsors, institutional partners, and internal teams.
- Prepare detailed post-event reports covering attendance, registrations, expenditure, leads, conversions, audience engagement, sponsorship outcomes, media coverage, challenges, and recommendations.
- Analyse event performance against predefined targets and key performance indicators.
- Maintain databases of venues, vendors, speakers, sponsors, institutions, participants, and event outcomes.
- Recommend improvements to strengthen the effectiveness and scalability of future events.
Key Performance Indicators
Performance may be evaluated based on:
- Number of successfully executed events
- Achievement of registration and attendance targets
- Student lead generation and conversion potential
- Sponsorship revenue and partnership acquisition
- Adherence to approved budgets and timelines
- Participant satisfaction and feedback scores
- Quality of event execution and stakeholder coordination
- Number of institutional collaborations established
- Vendor performance and cost optimisation
- Brand visibility and media reach generated through events
- Accuracy and timeliness of post-event reports
Required Qualifications
- Bachelor’s degree in Event Management, Marketing, Business Administration, Mass Communication, Hospitality Management, Public Relations, or a related discipline.
- Relevant professional certification in event management, marketing, or project management will be an advantage.
Experience
- 2–4 years of relevant experience in event management, educational events, conferences, seminars, institutional outreach, marketing activations, or large-scale public programmes.
- Experience in the education, EdTech, coaching, media, events, or youth-engagement sector will be preferred.
- Demonstrated experience managing vendors, budgets, sponsors, speakers, and on-ground teams.
- Experience conducting events across multiple cities will be an added advantage.
Required Skills
- Strong event planning and project-management abilities
- Excellent verbal and written communication skills
- Vendor negotiation and budget-management expertise
- Sponsorship acquisition and partnership-development skills
- Strong leadership and team-management abilities
- Ability to manage multiple projects and stakeholders simultaneously
- Excellent problem-solving and crisis-management skills
- Strong attention to detail and operational discipline
- Familiarity with event-registration tools, spreadsheets, presentation software, and project trackers
- Ability to prepare professional proposals, budgets, reports, and event plans
- Willingness to travel frequently and work flexible hours during events
Preferred Candidate Profile
The ideal candidate should be:
- Highly organised, proactive, and execution-oriented
- Comfortable working in a fast-paced startup environment
- Confident while dealing with senior speakers, sponsors, institutional leaders, vendors, and public personalities
- Capable of taking ownership and making quick decisions during live events
- Commercially aware and skilled in controlling costs
- Passionate about education, student engagement, and community outreach
- Professional in conduct, presentation, and stakeholder communication
Travel and Working Hours
The role requires frequent travel to event locations, educational institutions, partner offices, and vendor sites. The candidate must be comfortable working beyond standard office hours, including weekends or public holidays, whenever required for event execution. Compensatory leave or time-off provisions will be governed by company policy.
What Gyanic Offers
- Opportunity to lead educational events and outreach programmes across multiple cities
- Exposure to senior educators, speakers, institutions, media organisations, and strategic partners
- High-ownership role within a growing EdTech organisation
- Opportunity to build and manage large-scale student engagement initiatives
- Performance-driven professional growth
- Collaborative and entrepreneurial work environment
Application Process
Interested candidates may submit their updated résumé along with the following details:
- Current location
- Total relevant experience
- Current compensation
- Expected compensation
- Notice period
- Details of major events previously managed
- Willingness to travel
- Earliest joining date
Gyanic G-Tek Private Limited is an equal-opportunity employer. Employment decisions are based on qualifications, experience, merit, performance, and organisational requirements.
Pay: ₹30,000.00 - ₹40,000.00 per month
Work Location: In person
