What does a Meeting, Convention, and Event Planner do?

Coordinate activities of staff, convention personnel, or clients to make arrangements for group meetings, events, or conventions.

Jobs Roles

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