Manager MICE - Events Planning & Contracting Cell

Division

Finance

Department

Business Travel & Events

Sub Department 1

Job Purpose

• Establish robust process and systems for selecting and evaluating vendors, service providers and digital platforms.
• Oversee the centralization of projects, identifying opportunities for efficiency improvements in Centralization desk and budgets.
• Manage the planning and budgeting  HO Domestic and International  events in collaboration with regional teams.
• Providing Support to Finance, Compliance, IT and Internal Audit Team to ensure alignment and effective execution of initiatives.
• Ensuring all the events and expenses are executed within compliance policy and SOP.
• Ensure seamless execution of MICE events, delivering exceptional experiences for delegates and internal customers.

Key Accountabilities (1/5)

1. Identifying & Evaluating Potential vendors and establishing strategic partnership with them to take on board for cost effectiveness.

• Define the specific needs for your events (e.g., catering, venues, Food, Audio Visual, Printing etc)
• Create a detailed list of requirements for each vendor category.
• After Referral check Onboarding for vendors with a good reputation in the industry.
• Roll out RFPs to multiple vendors to gather Quotations.
• Assess proposals based on cost, experience, service quality, and flexibility.
• Negotiating the contracts while focusing on Pricing and Scope of Services, Terms and Conditions.
• Build connect with relevant vendors and suppliers for leveraging better deals

Key Accountabilities (2/5)

2. Business Partnering with Internal Stake Holders

• Identifying innovative ideas by doing regular brainstorm and gather inputs from team members for testing new ideas into the system for better effectiveness in work.
• Sharing data on regular intervals to IT / Finance / Compliance, GST Team and Internal Audit Team for upliftment of the work and process.

Key Accountabilities (3/5)

3.Planning , Budgeting and Implementation of events for Business Units / Clusters / Support Function as per the Annual Budget for different types of Meetings, Conferences and Events.

• Ensure all co-ordination, proactive communication, and resolution of issues, effective controls and thorough monitoring of costs to ensure a positive experience while adhering to all Compliance policies and budgets.
• Planning, Budgeting and Shortlisting the vendors for large scale of events :
  • Cycle Meets
  • CMEs
  • Webcasts
  • Factory Visits
  • Product launches

• Prepare detailed schedules based on the yearly calendar of events.
• Drill down the budgets into activity level
• Evaluate work allocation of team members based on workload of the conferences.
• Monitor Operational deadlines for large events.
• Implement detailed action plans for the events and ensure adherence to the deadlines
• Prepare data / documentation for audit reviews.
• Co-ordinate and ensure that timely payments are released to service providers
• Adhere to Medical Council of India (MCI) Compliance policies, as laid down by the compliance team.

Key Accountabilities (4/5)

4.Team Management

• Monitor Team performance and rotate roles within the team for overall development and motivate them for learning new skills.
• Ensure  Team members are align with the organization's values and culture.
• Encourage ongoing Skill development by nominating team members for required trainings, workshops, seminars, and e-learning.
• Conduct regular performance reviews and provide constructive feedback.
• Recognize employees with leadership potential and provide them with growth opportunities.
• Equip managers with conflict resolution skills to handle disputes effectively.

Key Accountabilities (5/5)

5.Customer Satisfaction (CSAT) surveys, analyse & implement actions as per the feedback received post the event for continuous improvements in the Meetings, Conferences and Events.

• Review the feedback received from the internal & external customer for improvement
• Incorporate timely changes in processes, service providers, way of working
• Enhance the delegate experience continuously and improve the service provided within the budgeted cost.

Major Challenges

Delay in planning of the conferences leads to lack of availability of desired venues, airlines.

• Overcome by - providing alternate venues, or airlines etc.

Changes in dates of the conferences, leading to delay in execution of the event as also inability to plan in advance. 

• Overcome by – Continuous follow up with the stakeholders on the confirmation of dates.

Last minute cancellation of events leading to loss due to cancellation charges etc.

• Overcome by - Rescheduling the event at the same venue on a different date.

Repercussions of external environment such as sudden changes in economic and political situations globally. 

• Overcome by – Rescheduling the event venue or date

Key Interactions (1/2)

Internal

• India Business Divisions and all Support functions for planning of conferences & events on daily basis
• Compliance team member – Discuss and agree on updated Policies, Systems, Processes, Check lists, Do’s / Don’ts list, for all events
• Internal Audit Team – Discuss and provide support to them on documentation part.
• IT Team – Discussion with IT on any process where they can bring digitalization in operations.
• Finance Team – Vendor payments issues and reconciliation, TDS, Advance payment.

Key Interactions (2/2)

External

• Hospitality Partners within India and International  for logistics ,  for commercials & contracting & smooth execution
• Travel Partners India and International locations –for commercials & contracting for Events.

Dimensions

On annual basis the HO MICE team handles :

• 2000 Events / Request, against EAS like, Regional CME’s, Stockiest Meet, Pharmacist Meet, Review Meets, Cycle Meets, Budget Meets
• Flagship Events – Super Achiever and Achiever Award function and International R&R Events.
• Approximate budget of 120 Crores.

Key Decisions (1/2)

Decisions

• Take operational decisions for execution of events.

Key Decisions (2/2)

Recommendations

• Prepare comparatives and provide recommendations on Venue, Agency, Vendors selection.

Education Qualification

Graduate with specialisation in Tourism & Hospitality , preferred IATA qualified.

Relevant Work Experience

12- 18 years of work experience with good knowledge of various destinations, airlines, visa procedures, hospitality chains, service providers including minimum 5 years of experience in managing MICE for corporates.

Preferably should have managed teams involved in organizing Meetings, Conferences and Events. Effective communication skill for communicating with external and internal customers and an ability to handle crisis.