Job Purpose
The Project Head – Showflow & Artist Management is responsible for planning, coordinating, and managing the complete event flow from pre-production to on-ground execution.
The role will lead showflow planning, artist management, vendor coordination, internal team coordination, and real-time event execution, ensuring that every event is delivered smoothly, on time, and in line with the client's expectations and Kahani's creative vision.
The Project Head will act as the key coordination point between Client Servicing, Production, Creative, Artists, Vendors, and the Client, ensuring seamless execution of all event elements.
Key Responsibilities
1. Project Planning & Ownership
- Take complete ownership of assigned events from project handover to final execution.
- Understand the complete client brief, event objectives, scope, budget, timelines, and deliverables.
- Prepare a detailed project execution plan.
- Define timelines, responsibilities, dependencies, and critical milestones.
- Ensure all departments are aligned with the project requirements.
- Track project progress and ensure timely completion of deliverables.
- Identify potential execution risks and plan solutions in advance.
2. Showflow Planning & Management
- Develop detailed showflows for events based on the event concept and client requirements.
- Plan the complete sequence and timing of event elements.
- Coordinate entries, exits, performances, speeches, announcements, AVs, special moments, and transitions.
- Ensure smooth transitions between different elements of the show.
- Coordinate with Production, AV, Technical, Creative, and Artist teams for showflow execution.
- Conduct showflow briefings before the event.
- Ensure all stakeholders have the latest and approved showflow.
- Monitor the showflow during live execution and make real-time adjustments whenever required.
- Ensure the event remains on schedule and key moments are executed correctly.
3. Artist Management
- Manage the complete artist coordination process from briefing to event execution.
- Coordinate with artists, artist managers, agencies, and representatives.
- Confirm artist requirements, schedules, technical riders, hospitality requirements, travel, accommodation, and other deliverables.
- Ensure artists receive complete event briefs and schedules in advance.
- Coordinate artist rehearsals, sound checks, stage requirements, and performance timings.
- Act as the primary point of contact for artists during the event.
- Ensure artists are available and ready as per the showflow.
- Handle last-minute artist-related changes and requirements professionally.
- Maintain strong professional relationships with artists and artist agencies.
4. Vendor & Production Coordination
- Coordinate with production and vendors to ensure all event requirements are completed on time.
- Ensure vendor deliverables are aligned with the approved project plan and showflow.
- Coordinate technical, décor, AV, stage, lighting, sound, entertainment, and other event requirements.
- Follow up with vendors on timelines, setup, manpower, and execution requirements.
- Identify gaps in vendor execution and resolve them promptly.
- Ensure vendors follow event schedules and quality standards.
5. Client Coordination
- Act as a key point of contact for the client during project planning and execution.
- Understand client expectations and ensure they are reflected in the execution.
- Keep clients updated regarding important project developments.
- Coordinate client approvals and last-minute requirements.
- Handle client concerns and execution-related escalations professionally.
- Ensure the client's experience remains smooth throughout the event.
6. Internal Team Coordination
- Coordinate closely with Client Servicing, Production, Creative, Design, Operations, and other internal teams.
- Conduct regular project briefing and review meetings.
- Ensure all departments understand their responsibilities and timelines.
- Follow up with team members on pending deliverables.
- Escalate delays, risks, and critical issues to the HOD / management.
- Ensure smooth information flow between all stakeholders.
7. On-Ground Event Execution
- Take complete ownership of event-day execution.
- Conduct pre-event briefings with internal teams, artists, and vendors.
- Ensure all teams are positioned as per the execution plan.
- Monitor setup, rehearsals, artist movement, technical requirements, and showflow.
- Ensure event elements are executed as per approved plans.
- Handle real-time changes, delays, technical issues, and unexpected situations.
- Make quick and effective decisions during live events.
- Ensure the event runs smoothly without compromising client experience.
8. Quality Control & Experience Management
- Ensure event execution meets Kahani's quality and experience standards.
- Monitor attention to detail across showflow, artist coordination, décor, technical execution, and guest experience.
- Identify gaps before and during execution.
- Ensure approved creative concepts are translated correctly on-ground.
- Maintain consistency in the overall event experience.
9. Project Documentation & Reporting
- Maintain project trackers, showflows, schedules, artist briefs, vendor details, and execution checklists.
- Maintain updated artist and vendor databases.
- Prepare project-wise execution documents.
- Record changes, approvals, and important decisions.
- Submit post-event reports and feedback to management.
- Document execution challenges and solutions for future projects.
10. Process Development & SOPs
- Identify recurring operational challenges and develop solutions.
- Create and improve SOPs for:
- Showflow Management
- Artist Coordination
- Vendor Coordination
- Event-Day Execution
- Rehearsals & Sound Checks
- Event Briefing
- Develop best practices for smoother project execution.
- Train and guide junior team members on showflow and event execution processes.
Key Performance Indicators (KPIs)Project Management
- Project timelines maintained
- Deliverables completed on time
- Effective internal coordination
- Project execution quality
Showflow
- Accuracy of showflow
- Smooth transitions
- Timely execution of event elements
- Real-time problem resolution
Artist Management
- Artist coordination quality
- Artist schedule adherence
- Technical and hospitality requirements managed
- Artist satisfaction
Event Execution
- Successful event execution
- Client satisfaction
- Minimal execution errors
- Effective handling of last-minute changes
- Quality and experience standards maintained
Communication & RelationshipsInternal
- Client Servicing Team
- Creative Team
- Production Team
- Operations Team
- Design Team
- Project Team
- HOD
- Founder / Management
External
- Clients
- Artists
- Artist Managers
- Artist Agencies
- Vendors
- Production Partners
- Technical Partners
- Event Partners
Education & ExperienceEducation
Graduate in Event Management, Hospitality, Business Administration, Management, or any related field.
Experience
- 3–6 years of experience in Event Management, Project Management, Client Servicing, Show Production, Artist Management, or Event Operations.
- Experience in handling large-scale weddings, corporate events, luxury events, or live events is preferred.
- Strong experience in showflow and on-ground event execution is required.
Skills & CompetenciesCore Skills
- Project Management
- Showflow Management
- Artist Management
- Vendor Coordination
- Event Execution
- Client Coordination
- Production Coordination
- Event Planning
- Timeline Management
- Crisis Management
Communication Skills
- Excellent verbal and written communication.
- Strong coordination and negotiation skills.
- Ability to communicate confidently with clients, artists, vendors, and internal teams.
- Strong briefing and presentation skills.
Behavioral Competencies
- Strong ownership mindset
- Quick decision-making
- Calm under pressure
- Problem-solving ability
- Highly organized
- Detail-oriented
- Proactive
- Strong follow-up
- Flexible and adaptable
- Team leadership ability
- Ability to manage multiple priorities simultaneously
Ideal Candidate Profile
The ideal candidate should be someone who can take complete ownership of an event, understand the bigger picture, and manage every moving part on-ground.
The candidate should be comfortable managing showflow, artists, vendors, production teams, clients, and last-minute changes while maintaining control over timelines and event quality.
Reporting Structure
Reports To: Client Servicing HOD / Operations HeadWorks Closely With: Client Servicing, Production, Creative, Artists & Vendors
Salary Range
₹25,000 – ₹35,000 per month
Based on experience, event portfolio, project-handling capability, and artist/showflow management experience.
Career Growth Path
Project Head → Senior Project Head → Project Manager → Senior Project Manager → Operations / Event Head
Pay: ₹25,000.00 - ₹35,000.00 per month
Ability to commute/relocate:
- Surat, Gujarat 395001: Reliably commute or planning to relocate before starting work (Required)
Experience:
- Events management: 3 years (Required)
Work Location: In person
