Senior Event Project Manager

Location: Delhi / Mumbai

Experience: 610 years

Industry Preference: Luxury Events, Experiential Marketing, Hospitality, Cultural IPs

Reports To: Founders

Ibtida Ek Mehfil is a cultural experience house rooted in revival, intimacy, and luxury-led storytelling. We curate high-value public IPs, private baithaks, brand collaborations, and bespoke cultural gatherings across India and internationally.

We are looking for a Senior Project Manager who leads from the front. Someone who owns execution, commands operations, manages vendors with discipline, and ensures that every detail reflects refinement.

This is a leadership role. Ownership.

You are directly accountable for the end-to-end execution, operational leadership, vendor control, and financial discipline of every assigned project.

From pitch approval to final settlementyou hold the project.

• Lead projects from conceptual approval to final delivery and closure
• Build detailed execution roadmaps with milestones, dependencies, and team accountability
• Ensure flawless on-ground implementation across stage, production, hospitality, artist management, and guest experience
• Take real-time decisions during event execution
• Conduct pre-event reviews, run-throughs, and post-event debriefs
• Responsible for quality control and execution excellence

You are the final operational authority on the ground.

• Identify, onboard, and build a reliable vendor ecosystem across production, fabrication, lighting, sound, hospitality, dcor, logistics, and technical teams
• Negotiate commercial terms with vendors while maintaining margin discipline
• Review vendor quotations, compare cost efficiencies, and ensure optimal allocation
• Monitor vendor deliverables against scope, timelines, and quality benchmarks
• Conduct site visits and production checks to ensure readiness
• Maintain structured vendor documentation and compliance
• Resolve last-minute vendor escalations calmly and effectively

You ensure vendors deliver luxury, not excuses.

• Lead cross-functional teams across creative, production, accounts, and partnerships
• Allocate manpower efficiently across projects
• Set internal timelines and enforce accountability
• Conduct regular review meetings and progress tracking
• Mentor junior project managers and coordinators
• Ensure seamless coordination between curators, designers, and operations

You drive structure without disturbing creative energy.

• Serve as primary point of contact for brand partners, sponsors, and collaborators
• Translate client briefs into actionable execution strategies
• Align client expectations with operational realities
• Present project timelines, budgets, and progress reports
• Ensure approvals before production and execution stages
• Manage high-profile stakeholders, HNIs, and artists with professionalism

• Prepare detailed project budgets and cost sheets
• Track actuals versus estimates
• Protect margins and manage cost overruns
• Approve vendor payments post verification
• Ensure timely invoicing and collections
• Submit final project P&L and financial reconciliation

• Contribute operational feasibility inputs during pitch stages
• Anchor project execution plans within pitch decks
• Identify operational efficiencies that improve profitability
• Research industry trends in luxury, hospitality, and experiential formats

• 610 years in luxury events / experiential marketing / hospitality
• Strong command over vendor ecosystems and production environments
• Experience handling multi-location or high-scale cultural events
• Advanced budgeting and negotiation capability
• Excellent documentation and reporting skills
• Strong crisis management ability
• Calm under pressure, decisive in action

• Operationally sharp with an eye for refinement
• Detail-driven yet big-picture oriented
• Emotionally intelligent and culturally sensitive
• Firm with vendors, graceful with clients
• A natural leader who commands respect without noise

Send your CV and a brief note on projects youve led to:

hello@ibtidaekmehfil.com