Sr. Executive / Assistant Manager – MICE, Events, Hotels & Travel Procurement

Role Overview

The Sr. Executive – MICE, Events, Hotels & Travel

Procurement will be responsible for managing end-to-end sourcing and

procurement activities related to MICE (Meetings, Incentives, Conferences &

Exhibitions), corporate events, hotels, business travel, employee travel, and

related hospitality services.

The role will be responsible for identifying and developing vendors, negotiating

competitive commercial terms, managing RFQs/RFPs, evaluating proposals,

coordinating bookings and event requirements, managing contracts, and ensuring

cost-effective and high-quality services.

The position will work closely with Business, HR, Administration, Finance, Legal,

Marketing, Sales, and other internal stakeholders to ensure seamless execution

of events and travel requirements while maintaining compliance with company

procurement policies and approval processes.

Key Responsibilities

1. MICE & Event Procurement

● 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

service providers.

● Float RFQs/RFPs and obtain competitive commercial proposals from multiple

vendors.

● 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

payments.

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

locations.

● Negotiate corporate rates, room tariffs, meal plans, conference packages, and

other hotel services.

● 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

stakeholder feedback.

● Identify opportunities for hotel consolidation and preferred-vendor

arrangements to achieve better commercial benefits.

3. Travel Procurement

● 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,

and SLA commitments.

● Monitor travel spend and identify opportunities for cost optimization.

● Support implementation of preferred airline, hotel, and transportation

arrangements.

● Review travel-related invoices and ensure adherence to agreed commercial

terms.

● Monitor service levels and resolve vendor-related issues in coordination with

internal stakeholders.

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

records.

● Conduct periodic vendor performance reviews based on cost, quality,

responsiveness, service delivery, and stakeholder feedback.

● Develop alternate sources to reduce vendor dependency and ensure

business continuity.

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

negotiations.

● Support annual budgeting and spend forecasting for MICE, travel, hotel, and

event categories.

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

proposals.

● 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

purposes.

8. Contract & Compliance Management

● Coordinate with Legal and other stakeholders for review and execution of

vendor agreements, rate contracts, MSAs, SLAs, and event-specific

contracts.

● Ensure contracts include appropriate provisions for cancellation, refund, force

majeure, liability, service levels, confidentiality, payment terms, and dispute