Senior Manager-MICE

Position: Sr Manager- MICE

Location:Gurgaon

Department:Administration

Function:Human Resources

Reporting to: Associate Director

Grade:11 M

Context & Role:
Person will be responsible for planning, organizing, and executing corporate meetings, conferences, incentive travel programs, and large-scale exhibitions. The role ensures seamless event delivery by coordinating with internal stakeholders, vendors, venues, and travel partners while managing budgets, timelines, and compliance requirements.

Key Responsibilities:

• A. Event Planning & Coordination
• Develop detailed event plans, timelines, and budgets for meetings, conferences, incentive programs, and exhibitions.
• Identify suitable venues, negotiate rates, and manage contracts for hotels, convention centres, and event service providers.
• Coordinate travel requirements - air tickets, hotels, transfers, and visa support for participants.
• Design event agendas, layouts, and attendee flow to ensure smooth operations.

• B. Vendor & Stakeholder Management
• Liaise with event agencies, production teams, AV partners, decorators, caterers, and logistics providers.
• Ensure compliance with company procurement and risk management guidelines.
• Work closely with internal stakeholders (HR, Admin, Finance, Leadership teams) to align event objectives.

• C. OnGround Event Execution
• Oversee event setup, registration counters, branding, seating arrangements, and technical rehearsals.
• Manage onsite logistics including hospitality, attendee assistance, and troubleshooting issues in real time.
• Ensure adherence to safety, security, and quality standards.

• D. Budget & Documentation
• Prepare and track event budgets, vendor payouts, and expense reports.
• Maintain all event-related documentation - contracts, approvals, insurance coverage, compliance papers, and feedback reports.

• E. PostEvent Activities
• Conduct post-event evaluations, collect participant feedback, and prepare performance reports.
• Implement learnings and continuous improvements for future events.

Skills & Qualifications

• Strong organisational and project management skills.

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• Excellent communication and negotiation abilities.
• Vendor management and multitasking capabilities.
• Proficiency in MS Office and event management tools/software.
• Ability to work under pressure and handle large-scale events.

Preferred Qualifications

• Graduate/Postgraduate in Event Management, Hospitality, Business Administration, or related field.
• 2 - 10 years of experience specifically in MICE or corporate events (depending on role level).
• Experience managing international incentive travel programs (for senior roles).

Behavioural Competencies

• Attention to detail
• Problem-solving and crisis management
• Team collaboration
• Customer-oriented mindset
• Flexibility with travel and extended working hours during events

KPIs / Success Measures

• Event delivery within budget and timelines
• Participant satisfaction scores