Event & Exhibition Project Manager

Buzznation - Experience Marketing · India

About the Role

We are looking for a highly organised, proactive and execution-focused  Event & Exhibition Project Manager to join our Bangalore team.

The role will be responsible for  project managing existing events and exhibition projects from the point of handover through final execution . You will act as the central point of coordination between clients, internal design and production teams, vendors, fabricators, venues and on-ground execution teams.

This is a hands-on role for someone who enjoys managing multiple moving parts, solving problems under pressure and ensuring that projects are delivered  on time, within budget and to the quality expected by the client.

Key Responsibilities

1. Project Management

• Take complete ownership of assigned exhibition and event projects after the sales/design handover.
• Develop detailed project plans, timelines, task lists and execution schedules.
• Coordinate multiple projects simultaneously and ensure all milestones are met.
• Track project progress and proactively identify potential delays or issues.
• Maintain project documentation, checklists, approvals and status reports.
• Ensure projects are delivered within agreed timelines and budgets.

2. Client Management

• Act as the primary day-to-day contact for assigned clients.
• Understand client requirements, expectations, deadlines and deliverables.
• Coordinate client meetings, project calls and status updates.
• Communicate project progress clearly and professionally.
• Manage client feedback and coordinate revisions with internal teams.
• Build strong relationships with clients and ensure a high level of client satisfaction.

3. Design & Creative Coordination

• Work closely with designers to convert client requirements into executable designs.
• Review drawings, layouts, renders, artwork and production files from an execution perspective.
• Coordinate design revisions and ensure client approvals are received on time.
• Identify design issues that may create production, installation or budget challenges.
• Coordinate final artwork, graphics and branding requirements.

4. Production & Vendor Management

• Coordinate with fabricators, production houses, AV companies, printing vendors, rental companies, manpower agencies and other suppliers.
• Obtain and compare vendor quotations where required.
• Coordinate production schedules and ensure vendors meet agreed deadlines.
• Monitor quality of fabrication, printing, graphics, furniture, lighting, AV and other deliverables.
• Conduct production checks and quality-control reviews before dispatch/installation.

5. On-Site Event & Exhibition Execution

• Take ownership of on-ground project execution during build-up and event days.
• Coordinate installation, fabrication, branding, furniture, lighting, AV, technology and other requirements.
• Liaise with venue teams, organisers, contractors and other stakeholders.
• Ensure work is completed according to approved drawings and specifications.
• Conduct site inspections and snag checks.
• Manage last-minute changes and unexpected issues calmly and efficiently.
• Ensure dismantling and material movement is completed properly after the event.

6. Budget & Commercial Management

• Track project budgets and project-related expenses.
• Ensure purchases and vendor costs remain within approved budgets.
• Identify cost overruns and communicate them proactively.
• Coordinate purchase orders, vendor invoices and project documentation with the finance team.
• Identify opportunities to improve project profitability without compromising quality.

7. Internal Team Coordination

Work closely with:

• Sales & Business Development
• Creative & Design
• Production & Fabrication
• Operations
• Finance
• Logistics
• On-ground event teams

Ensure everyone understands their responsibilities, deadlines and deliverables.

What We Are Looking For

• 4–8 years of experience in event management, exhibition project management, experiential marketing, brand activations or a related field.
• Strong experience managing  corporate events and/or exhibition stands .
• Excellent project management and organisational skills.
• Ability to manage multiple projects and deadlines simultaneously.
• Strong client-facing and communication skills.
• Good understanding of exhibition fabrication, printing, branding, AV, lighting, furniture and event production.
• Strong vendor and negotiation skills.
• Ability to read and understand basic exhibition layouts, floor plans and technical drawings.
• Strong attention to detail.
• Comfortable working under pressure and handling last-minute changes.
• Willingness to travel for events and exhibitions within India and internationally when required.
• Proficiency in MS Office/Google Workspace; experience with project-management tools is an advantage.

Personal Attributes

We are looking for someone who is:

• Highly organised
• Extremely accountable
• Proactive rather than reactive
• A strong communicator
• Detail-oriented
• Commercially aware
• Comfortable taking ownership
• Calm under pressure
• Good at problem solving
• Comfortable dealing with clients and vendors
• Willing to get hands-on when required

What Success Looks Like

The successful candidate will ensure that every assigned project:

Client Brief → Planning → Design Coordination → Production → Logistics → Installation → Event Execution → Dismantling

is managed smoothly, with minimal surprises and strong client satisfaction.

You will be expected to become the  single point of ownership for project execution , ensuring that nothing falls between the cracks.

Compensation

Competitive salary based on experience and capability.

Why Join Us?

You will work on exciting  international exhibitions, corporate events, experiential activations and brand experiences , working with leading global and Indian brands.

This is an opportunity to take ownership of high-value projects and grow into a senior project-management/operations leadership role within a growing global events and exhibitions company.