Event Vendor Executive

Benchmark Incentive & Leisure Travels is a specialist MICE (Meetings, Incentives, Conferences, Exhibitions) and leisure‑travel company that provides end‑to‑end event & travel solutions. Known for creating bespoke travel experiences, high client satisfaction, and executed with attention to detail and innovation, our work includes corporate incentives, conferences, group travel, leisure packages, and full event production.

The Event Vendor Executive is responsible for sourcing, negotiating, coordinating, and managing relationships with vendors and suppliers for events. This role ensures that all vendor deliverables (equipment, décor, catering, AV / technical, transportation, etc.) are executed on time, within budget, and to quality standards. The individual will closely collaborate with internal stakeholders (production, operations, client servicing) to make sure events run smoothly.

Key ResponsibilitiesVendor / Supplier Management

• Identify, evaluate, and onboard suitable vendors and suppliers (equipment, décor, AV, catering, transportation, lighting, staging, etc.).
• Solicit multiple quotations, compare pricing, service levels, and negotiate contracts, terms & conditions.
• Maintain and update a vendor database, track past performance, costs, and reliability.
• Build strong relationships with vendors to ensure preferential terms, reliability, and service quality.
• Issue purchase orders, manage vendor contracts, and monitor compliance with SLAs (service-level agreements).

Pre-Event Coordination

• Work with the event team to create vendor timelines, deliverable checklists, and vendor coordination plans.
• Share event briefs, layouts, and technical specs with vendors.
• Validate vendor deliverables (e.g. checking equipment specs, décor samples, food tasting) before final acceptance.
• Coordinate with logistics, transportation, and installation teams to ensure vendors deliver materials and equipment on time to the venue.
• Liaise with venue management and authorities (if required) for vendor access, permissions, power, etc.

On-Site Execution

• Be the point of contact for vendors on the event site, oversee their setup, installation, and compliance with venue rules.
• Monitor vendor deliverables during event setup and operation; troubleshoot or escalate issues as needed.
• Ensure vendors dismantle and remove equipment and materials post-event as per schedule.
• Check vendor invoices against deliverables and ensure any discrepancies are addressed.

Budgeting & Cost Control

• Prepare cost estimates for vendor services for each event.
• Monitor vendor costs, track variances, and recommend cost-saving measures without compromising quality.
• Maintain accurate records of vendor expenditures and support post-event reconciliation.

Post-Event Tasks

• Collect feedback from internal teams and clients regarding vendor performance.
• Perform post-event supplier performance evaluations (timeliness, quality, reliability).
• Support accounts / finance departments with processing vendor invoices, approvals, and payments.
• Update vendor database with performance metrics, lessons learned, and recommended improvements.

Collaboration & Reporting

• Coordinate with internal teams (production, operations, client servicing, marketing) to align vendor plans with event requirements.
• Provide status updates to Event Manager / Head of Events.
• Maintain documentation, vendor contracts, technical specs, agreements, and correspondence.
• Prepare reports on vendor performance, cost variance, vendor issues, and recommendations.

Qualifications & SkillsEducation / Experience

• Bachelor's degree in Event Management, Hospitality, Business Administration, or related field.
• 1–4 years' experience in event management, vendor coordination, procurement, or a related role (depending on seniority).
• Experience working on live events / experiential marketing / exhibitions is a plus.

Technical & Soft Skills

• Strong vendor sourcing, negotiation, and contracting skills.
• Excellent organizational, multitasking, and time-management skills.
• Ability to work under pressure and solve problems on the fly.
• Strong communication (verbal & written), coordination, and relationship-building skills.
• Attention to detail and commitment to quality.
• Proficient in MS Office (Excel, Word) and ideally event / project management software (or vendor management systems).
• Financial acumen: ability to manage budgets, cost control, and basic accounting.
• Willingness to travel / work onsite during events (often outside regular hours, weekends).
• Flexibility and adaptability in a dynamic event environment.