Meeting and Convention Planners

Coordinate activities of staff and convention personnel to make arrangements for group meetings and conventions.

Job Task

• Arrange the availability of audio-visual equipment, transportation, displays, and other event needs.
• Confer with staff at a chosen event site in order to coordinate details.
• Consult with customers in order to determine objectives and requirements for events such as meetings, conferences, and conventions.
• Coordinate services for events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing and event security.
• Direct administrative details such as financial operations, dissemination of promotional materials, and responses to inquiries.
• Evaluate and select providers of services according to customer requirements.
• Hire, train, and supervise volunteers and support staff required for events.
• Inspect event facilities in order to ensure that they conform to customer requirements.
• Meet with sponsors and organizing committees in order to plan scope and format of events, to establish and monitor budgets, and to review administrative procedures and event progress.
• Monitor event activities in order to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise.
• Negotiate contracts with such service providers and suppliers as hotels, convention centers, and speakers.
• Organize registration of event participants.
• Plan and develop programs, agendas, budgets, and services according to customer requirements.
• Conduct post-event evaluations in order to determine how future events could be improved.
• Design and implement efforts to publicize events and promote sponsorships.
• Develop event topics and choose featured speakers.
• Maintain records of event aspects, including financial details.
• Obtain permits from fire and health departments to erect displays and exhibits and serve food at events.
• Promote conference, convention and trades show services by performing tasks such as meeting with professional and trade associations, and producing brochures and other publications.
• Read trade publications, attend seminars, and consult with other meeting professionals in order to keep abreast of meeting management standards and trends.
• Review event bills for accuracy, and approve payment.

Looking for a job in Meeting and Convention Planners? Check out these great job search websites. Thousands of job opportunities and reseach for a new career! Includes job search websites from Australia and internationally