Event Planner

Job Title: Event Planner

Location: Pune (Viman Nagar)
About Hafla

Hafla is a pioneering Artificial Intelligence-based event ideation, recommendation, and aggregated sourcing platform for venues, equipment, services, and catering. We deliver personalized solutions through our interactive one-stop-shop for events - corporate and personal, large and small.

Our mission is to minimize the stress in event planning so that everyone can celebrate more.
Job Description

As a Customer Event Planning Team Member at Hafla, you will be responsible for managing the end-to-end planning of events for our clients. This includes understanding customer requirements, coordinating with vendors, and ensuring events are executed within budget and on time.

Your role is pivotal in transforming client visions into memorable events through meticulous planning and effective coordination.

The key responsibilities of this role are:
• Client Consultation: Engage with clients to understand their event requirements, preferences, and expectations.
• Provide expert advice and recommendations to help clients achieve their desired event outcomes.
• Event Planning: Develop comprehensive event plans that outline all necessary details, including timelines, budgets, and logistics.
• Create and manage detailed schedules to ensure all aspects of the event are organized and executed on time.
• Vendor Coordination: Identify and liaise with suitable vendors for various event services through the Hafla vendor database.
• Negotiate Pricing and manage relationships with vendors to ensure quality service delivery within budget constraints.
• Budget Management: Prepare and manage event budgets, ensuring all expenses are accounted for and align with client financial constraints.
• Provide clients with regular budget updates and manage any necessary adjustments.
• Logistic Management: Coordinate all logistical aspects of the event, including venue arrangements, transportation, and on-site setup.
• Ensure all event elements are delivered and set up according to the plan and client specifications.
• Quality Assurance: Coordinate with on-ground specialists for site visits and inspections to ensure all preparations meet Hafla's quality standards and client expectations.
• Address any issues or discrepancies promptly to maintain the integrity of the event.
• Event Execution: Oversee the execution of events, ensuring everything runs smoothly and any last-minute changes are managed effectively.
• Serve as the primary point of contact for clients and vendors during the event.
• Post-Event Follow-Up: Conduct post-event evaluations to gather feedback from clients and identify areas for improvement.
• Ensure all post-event administrative tasks are completed, including finalizing payments and updating records.

The ideal candidate should possess:
• Excellent communication and client handling skills.
• Proven experience or internship in the event management industry.
• Extremely well-organized with great multitasking skills and the ability to remain calm in pressure situations.
• Excellent vendor management skills.
• Attention to detail and a commitment to accuracy.
• Ability to work effectively in a fast-paced environment.
Why Join Hafla?

Opportunity to work with a dynamic and innovative team.

Exposure to a wide range of exciting events and projects.

Competitive salary and future growth opportunities.

Professional growth and development opportunities.