Production & Experience Operations Lead

Location: Delhi NCR | Sultanpur MG ROAD

Employment Type: Full-time

Reporting To: Founders

Industry: Cultural Experiences, Luxury Events, Lifestyle and Entertainment only

Apply Cv with Portfolio at [email protected]

About IBTIDA

IBTIDA – Ek Mehfil creates thoughtfully curated cultural experiences rooted in music, heritage, storytelling, art and hospitality.

Our productions are designed as immersive experiences rather than conventional events. Each evening brings together artists, patrons, spaces, design, food, production and storytelling into one cohesive experience.

We are looking for an experienced Production Manager who can independently lead the planning and execution of our cultural, lifestyle and luxury experiences from concept to closure.

Role Overview

The Production Manager will be responsible for the complete end-to-end planning, budgeting, production and execution of IBTIDA experiences.

The role requires strong project ownership, production knowledge, commercial understanding and the ability to coordinate multiple stakeholders while maintaining IBTIDA’s creative and hospitality standards.

The selected candidate will report directly to the Founder and work closely with the creative, brand, ticketing, partnerships, finance and operations teams.

Key Responsibilities1. End-to-End Event Planning

• Develop the complete production and execution plan for every event.
• Convert the creative concept into a detailed operational roadmap.
• Define timelines, milestones, dependencies and closure dates.
• Prepare event flow, production schedules, show flow and run-of-show documents.
• Coordinate all planning activities from initial concept to final event closure.

2. Project Management

• Lead the complete project across internal teams, agencies, vendors, venues and artists.
• Create detailed project trackers with clear ownership and deadlines.
• Conduct regular production meetings and follow up on pending tasks.
• Ensure all departments are aligned on deliverables, timelines and budgets.
• Identify delays early and take corrective action.

3. Budgeting and P&L Management

• Prepare detailed event budgets and project cost sheets.
• Create and manage the event-level P&L in coordination with the finance team.
• Monitor estimated versus actual costs throughout the project.
• Negotiate vendor rates and identify opportunities for budget optimisation.
• Ensure purchase orders, advances, invoices and vendor payments are planned and documented.
• Maintain strict control over production spends without compromising the experience.

4. Venue and Production Management

• Conduct venue searches, evaluations and technical recce visits.
• Assess venue suitability based on capacity, access, infrastructure, audience flow and production requirements.
• Finalise technical plans covering sound, lighting, stage, seating, power, backstage, artist areas and guest movement.
• Coordinate venue permissions, licences, security, fire safety and operational requirements.
• Ensure venue handover, setup, event execution and dismantling happen as scheduled.

5. Vendor Management

• Identify, evaluate and onboard production vendors.
• Manage vendors for sound, lighting, staging, décor, fabrication, furniture, hospitality, security, logistics and technical production.
• Create detailed vendor scopes and compare quotations.
• Negotiate commercials, timelines and service standards.
• Monitor vendor performance before, during and after the event.
• Build and maintain a dependable vendor network across cities.

6. Event Design and Styling

• Work closely with the Founder and creative team to translate the event concept into the physical experience.
• Support the planning of stage design, seating, décor, lighting, styling, signage and guest touchpoints.
• Ensure all visual and spatial elements reflect IBTIDA’s cultural and luxury positioning.
• Supervise setup styling and ensure the final environment matches the approved concept.
• Maintain consistency across the event’s design, production and hospitality experience.

7. Ticketing and Capacity Planning

• Coordinate ticket category planning with the founders, finance and ticketing teams.
• Support seat mapping, capacity planning and inventory allocation.
• Plan VVIP, VIP, general access and patron seating requirements.
• Track ticket movement and align production decisions with expected attendance.
• Coordinate guest entry, registration, scanning, seating and ticket-related operations on event day.

8. Artist and Show Coordination

• Coordinate artist technical and hospitality requirements.
• Manage rehearsals, sound checks, backstage movement and artist schedules.
• Prepare cue sheets and performance timelines.
• Ensure coordination between artists, technical teams, stage managers and venue teams.
• Maintain smooth communication throughout the show.

9. Risk Assessment and Compliance

• Prepare a detailed risk assessment for every event.
• Identify potential production, technical, venue, crowd, artist and vendor risks.
• Develop contingency plans for delays, technical failures, weather, health and safety concerns.
• Ensure compliance with venue rules, licences, permissions and safety requirements.
• Maintain emergency plans and escalation protocols.

10. On-Ground Event Execution

• Lead the complete event setup, execution and dismantling process.
• Act as the central point of coordination across all production teams.
• Ensure timelines, show flow, guest experience and backstage operations run smoothly.
• Resolve operational issues quickly and professionally.
• Maintain calm, structured leadership during high-pressure situations.

11. Post-Event Closure

• Complete vendor reconciliations and final cost tracking.
• Submit the final event P&L and production closure report.
• Document key learnings, challenges and recommendations.
• Conduct a post-event review with internal teams.
• Maintain production records, vendor evaluations and reusable checklists.

Required Experience

• 4 to 8 years of relevant experience in event production, experiential marketing, cultural programming, luxury events, concerts, festivals, hospitality or lifestyle experiences.
• Demonstrated experience managing events from planning to execution.
• Strong understanding of production, technical requirements and venue operations.
• Experience preparing budgets, cost sheets and event-level P&Ls.
• Proven ability to manage multiple vendors, agencies and stakeholders.
• Experience working on premium, cultural, entertainment or luxury-led events is preferred.
• Ability to travel and work outside regular office hours during event periods.

Skills Required

• Strong production and project management skills.
• Excellent planning, coordination and problem-solving ability.
• Commercial understanding and budget control.
• Vendor negotiation and relationship management.
• Strong attention to detail.
• Understanding of event styling and guest experience.
• Ability to lead teams and manage pressure.
• Clear written and verbal communication.
• Proficiency in project trackers, spreadsheets, budgets and presentation tools.
• High level of ownership, accountability and professionalism.

Ideal Candidate

The ideal candidate understands that an IBTIDA evening is not simply an event.

It is a carefully designed cultural experience.

We are looking for someone who can balance creativity with structure, aesthetics with budgets and hospitality with operational discipline.

The candidate must be comfortable taking complete ownership of a project and driving it from the first planning meeting to the final production closure.

Application Process

Interested candidates may share the following:

• Updated CV
• Current and expected compensation
• Notice period
• Location
• Portfolio or list of events previously managed
• A brief note explaining why they would like to work with IBTIDA – Ek Mehfil