Urban Development Conference Coordinator

Job Description :

Fairfest Media, the organizer of TTF, OTM, BLTM & Municipalika is a market leader in trade shows and B2B events in India, connecting governments and businesses from over 60 countries.

We are seeking a detail-oriented, well-organized, and dynamic Conference Specialist to join our team for Municipalika, India’s international show focused on safe, smart and sustainable city solutions.

The ideal candidate will manage the content, program development, speaker engagement, and conference operations for Municipalika. The ideal candidate will have strong communication skills, experience in conference coordination, and the ability to curate meaningful sessions that align with the event’s themes.

Key Responsibilities :

• Assist leadership in developing the conference agenda, themes, and session formats.
• Research topics related to urban development, smart cities, governance, and sustainability.
• Prepare session briefs, moderator notes, and content documents.
• Coordinate with government bodies, ministries, associations, and subject experts for content inputs.
• Identify, invite, and manage speakers, panelists, and government officials.
• Handle all speaker communication, confirmations, and documentation.
• Manage conference setup, AV requirements, seating plans, and on-ground session flow.
• Work with production and operations teams to ensure smooth execution.
• Create and share conference schedules, run sheets, and internal coordination documents.
• Liaise with partners, smart city missions, associations, exhibitors, and sponsors (as needed).
• Ensure protocol, VIP support, and smooth backstage coordination.
• Address last-minute changes, speaker updates, and logistical issues.
• Prepare post-event reports, feedback summaries, and session performance analysis.
• Maintain conference records and documentation for future editions.

Required Skills & Qualifications :