● Manage end-to-end procurement for corporate events, conferences,
meetings, exhibitions, offsites, dealer/distributor meets, employee
events, town halls, award functions and incentive programs.
● Understand event requirements including venue, accommodation, food &
beverage, transportation, branding, audio-visual, production, entertainment,
manpower and other event-related services.
● Identify and onboard suitable event management agencies, production
houses, destination management companies (DMCs), and other event
● Float RFQs/RFPs and obtain competitive commercial proposals from multiple
● Prepare detailed commercial comparisons covering venue, food & beverage,
room rates, production, AV, transportation, manpower and other event costs.
● Negotiate event packages, venue charges, minimum guarantees, cancellation
terms, attrition clauses and other commercial conditions.
● Support business teams in finalizing venues and vendors based on
commercial, quality, location, capacity, and service parameters.
● Monitor event budgets and identify opportunities for cost optimization.
● Ensure timely closure of event-related procurement activities and vendor
2.
Hotel & Accommodation Procurement
● Manage sourcing and procurement of hotels for corporate stays, employee
travel, business meetings, conferences, offsites and events.
● Develop and maintain a network of preferred hotels across key business
● Negotiate corporate rates, room tariffs, meal plans, conference packages, and
● Negotiate volume-based discounts and annual corporate rate agreements
with hotel chains and individual properties.
● Compare hotel proposals based on room rates, inclusions, taxes, cancellation
policies, location, amenities, and service levels.
● Manage hotel rate contracts and ensure timely renewal.
● Monitor hotel performance, service quality, commercial compliance, and
● Identify opportunities for hotel consolidation and preferred-vendor
arrangements to achieve better commercial benefits.
● Manage procurement and commercial arrangements for domestic and
international business travel.
● Coordinate with travel management companies (TMCs), airlines, hotels, cab
vendors, and other travel service providers.
● Negotiate travel service fees, transaction charges, corporate fares, hotel
rates, cancellation charges, and other commercial terms.
● Evaluate and onboard suitable travel agencies/TMCs based on service
capability, technology, geographical coverage, commercial competitiveness,
● Monitor travel spend and identify opportunities for cost optimization.
● Support implementation of preferred airline, hotel, and transportation
● Review travel-related invoices and ensure adherence to agreed commercial
● Monitor service levels and resolve vendor-related issues in coordination with
4.
Transportation & Ground Handling
● Source and manage vendors for employee transportation, airport
transfers, event transportation, intercity travel, local cabs, buses, and
other mobility requirements.
● Negotiate vehicle rates, packages, kilometer slabs, waiting charges, driver
charges, tolls, parking, and other applicable costs.
● Ensure appropriate service levels, vehicle availability, safety requirements,
and compliance documentation.
● Develop alternate vendors for critical locations and large-scale events.
● Monitor vendor performance and resolve operational or commercial issues.
5.
Vendor Management & Strategic Sourcing
● Identify, evaluate, onboard, and manage vendors across MICE, events,
hotels, travel, and transportation categories.
● Develop a strong vendor network across major cities and event destinations.
● Conduct market benchmarking and periodic vendor evaluations.
● Maintain vendor database, commercial history, contracts, and performance
● Conduct periodic vendor performance reviews based on cost, quality,
responsiveness, service delivery, and stakeholder feedback.
● Develop alternate sources to reduce vendor dependency and ensure
6.
Commercial Negotiation & Cost Optimization
● Prepare detailed comparative statements and commercial evaluation
reports for events, hotels, travel, and related services.
● Negotiate pricing, packages, payment terms, cancellation charges, service
fees, credit terms, and other commercial conditions.
● Benchmark proposed rates against historical prices, market rates, alternate
vendors, and contracted rates.
● Identify opportunities for volume discounts, annual rate contracts, bundled
pricing, preferred vendor arrangements, and rate standardization.
● Track procurement savings and cost avoidance achieved through
● Support annual budgeting and spend forecasting for MICE, travel, hotel, and
7.
PR-to-PO & Procurement Operations
● Manage the complete PR-to-PO procurement cycle for assigned categories.
● Validate requirements, scope of work, budgets, quantities, and commercial
● Coordinate with stakeholders for timely PR creation, approvals, RFQ/RFP,
commercial evaluation, and PO release.
● Ensure POs/contracts accurately capture agreed commercial, service,
cancellation, and payment terms.
● Coordinate with Finance for invoice validation and payment-related issues.
● Maintain complete procurement documentation for audit and compliance
8.
Contract & Compliance Management
● Coordinate with Legal and other stakeholders for review and execution of
vendor agreements, rate contracts, MSAs, SLAs, and event-specific
● Ensure contracts include appropriate provisions for cancellation, refund, force
majeure, liability, service levels, confidentiality, payment terms, and dispute
● Track contract expiry, renewal dates, notice periods, and commercial validity.
● Ensure procurement activities comply with company procurement policies,
approval matrix, and internal controls.
● Maintain complete documentation for internal and external audits.
9.
Event Execution & Stakeholder Coordination
● Work closely with Business, HR, Admin, Marketing, Sales, and other teams to
understand event and travel requirements.
● Coordinate with event agencies, hotels, travel partners, and internal
stakeholders to ensure timely execution.
● Support venue visits, commercial negotiations, and finalization of event
● Monitor vendor deliverables against agreed scope, timelines, and budgets.
● Resolve last-minute commercial and operational issues during events and
● Capture stakeholder feedback and incorporate learnings into future sourcing