Team Member – MICE (Events Planning & Contracting)
Location: Mumbai Central, Maharashtra, India
Employment Type: Permanent
Posting Date: June 21, 2025
Req ID: 94281
Division: Finance
Department: Business Travel & Events
Job Purpose:
To plan and execute events while handling all contract negotiations with domestic and international vendors. This includes supplier engagement, destination management, securing competitive pricing, travel logistics, vendor onboarding, and ensuring seamless on-ground and virtual event execution, while adhering to budgets and compliance.
Key Accountabilities:
1. Vendor Management & Contracting
Develop strategic partnerships with vendors and negotiate contracts for all MICE-related activities.
Liaise with tourism boards, airlines, hospitality chains, DMCs, and consulates for subsidies, deals, and discounts.
Conduct destination studies, site inspections, and vendor evaluations.
Maintain compliance with internal policies, regulatory standards, and ensure documentation for audits.
2. Event Planning & Execution
Interact with Commercial Leads, Therapy Heads, and Business Unit Heads to plan events.
Design event itineraries, negotiate with airlines and hotels, and ensure all travel and stay logistics are handled.
Monitor group ticketing, hotel room blockings, and delegate experience.
Coordinate timely payments and service agreement finalizations.
3. Budgeting & Cost Control
Create estimated budgets and maintain cost-effectiveness throughout event execution.
Track and manage hotel room inventory, airfare, and logistics to stay within budget.
Post-event, validate all invoices, maintain audit data, and report final expenditure.
4. Event Operations & Feedback
Prepare and manage duty rosters, rooming lists, transport schedules, and checklists.
Ensure smooth on-site execution for both digital and physical events.
Collect feedback from stakeholders and vendors to drive improvements.
Handle crisis situations during events and provide quick resolutions.
5. Digital Event Management
Coordinate webcast logistics across host and viewing centers.
Liaise with field staff for seamless telecasting and hospitality arrangements.
Gather feedback post-events for continuous enhancement.
6. New Vendor Onboarding
Assess and onboard vendors after due diligence.
Provide ongoing performance feedback and resolve service-related concerns.
Maintain transparency and accountability in vendor relationships.
Major Challenges & Solutions:
Last-minute planning causing budget overshoots — solution: enforce early planning and clear communication.
Vendor credit issues in non-metro areas — solution: advance vendor onboarding and pre-approved payments.
Insufficient stakeholder data — solution: direct stakeholder engagement for clarification and planning.
Key Interactions:
Internal: India/International Business Divisions, Compliance, Audit, MDM, Finance, IPD, Depot Teams
External: Airlines, Consulates, Event Companies, Travel Vendors, DMCs, Hospitality Chains, Tourism Boards
Job Dimensions:
3000+ Events handled annually
45,000+ Room Nights
Approximate budget: ₹180 Cr annually
Covers congresses, CMEs, advisory boards, webcasts, factory visits, leadership meets, and product launches
Qualifications:
Education: Graduate in any stream with a Diploma/Degree in Travel & Tourism or Hotel Management
Experience: 5–6 years in a travel agency or hotel industry, with in-depth knowledge of destinations, visa norms, airlines, and events
Skills: Excellent communication, stakeholder management, crisis handling, and negotiation skills
Estimated Salary: ₹8–₹12 LPA (based on event scale handled and travel industry background)
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