MICE Contracting & Event Operations

About the Role:

MICE Contracting & Event Operations Lead/ Assistant Manager/ Manager

Location- INDIA (Remote)

Responsibilities:

Venue Contracting and Requisition Delivery

• Identify, negotiate, and secure venues such as hotels, restaurants, exotic properties, and event spaces for meetings and conferences.

• Assess venues for suitability, capacity, pricing, and compliance (e.g., permits, fire codes, accessibility).

• Negotiate rental contracts, cancellation and refund policies, and additional service offerings such as catering, AV equipment, and concierge services.

• Coordinate and manage all requisitions from initiation to completion.

• Collaborate with internal stakeholders to gather requirements, establish objectives, and define deliverables.

• Collaborate with FinOps to close and negotiate favorable contracts with vendors.

Vendor & Supplier Management

• Source and contract event vendors, catering services, transportation providers, and logistics partners.

• Establish and nurture long-term partnership with key global players to get negotiated rates and bulk discounts without compromising quality.

• Negotiate flexible cancellation policies, extended payment terms, and customized packages for long-term relationship.

3

• Monitor all expenses related to contracted vendors.

• Ensure alignment with the budget by tracking spending against allocated budget and we never go over-budget.

• Coordinate with finance to ensure vendors are paid as per the agreed timelines to avoid any penalties.

• Expertise in tax-saving strategies globally will be an asset for this role. Identify and implement tax-saving strategies, including VAT exemptions, state and local tax optimization, gratuity and service charge negotiations, state-mandated levy reductions, etc. Ensure tax-efficient contract structuring and collaborate with vendors offering tax-inclusive pricing models to minimize liabilities.

4. Program Planning and Operational Support

• Oversee end-to-end requisitions for specific programs, ensuring smooth coordination and execution.

• Coordinate with internal teams (Customer Operations, Customer Success, and Sales) to understand event needs.

• Cater to exclusive client requests, including bespoke experiences like celebrity appearances, keynote speakers, wellness sessions etc., ensuring a seamless and memorable event.

• Ensure timely delivery of contracted services, including venue setup, catering, and transportation.

• Manage on-site execution as needed, provide support, and resolve last minute vendor issues, service discrepancies, or logistical challenges.

• Supervise staff, volunteers, and vendors to maintain quality standards and adhere to event timelines. Never miss on deliverables.

5. Event Experience

• Research and procure unique and personalized offerings to enhance the event experience and meet or exceed client expectations.

• Conduct post-event evaluations to assess program effectiveness and identify areas for improvement.

• Compile event reports and documentation summarizing key outcomes, feedback, and recommendations.

• Address special requests from clients and source specialized services to enhance the overall event experience.

Required Skills and Experience:

8-10 years of global experience in land contracting, event procurement, vendor management, and event operations. Excellent verbal and written English communication skills.

Strong knowledge of global taxation.

Proficiency in budgeting, pricing negotiations, and cost optimization