Meetings, Conventions or Events Planner

Other Titles

Catering Director, Conference Planner, Conference Planning Manager, Conference Services Director, Conference Services Manager, Convention Services Director, Convention Services Manager, Event Coordinator, Events Manager, Special Events Coordinator

Coordinate activities of staff, convention personnel, or clients to make arrangements for group meetings, events, or conventions. Meeting, Convention, and Event Planners are assigned with the comprehensive management of various professional events. It is their job to take care of all the managerial and planning aspects of an event such as deciding an appropriate venue, taking care of the relevant logistics and draft the estimated budget. They may also be responsible for seeking bids from various service providers and shortlisting the competitive providers. Event planners are also tasked with assessing the venue and other arrangements beforehand in order to ensure the smooth running of an event. They may also be assigned with arranging appropriate accommodation for the guests of an event, listing the assistance of food providers and coordinating various activities during the event.

Consult with customers to determine objectives and requirements for events, such as meetings, conferences, and conventions.

Review event bills for accuracy and approve payment.

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.

Confer with staff at a chosen event site to coordinate details.

Inspect event facilities to ensure that they conform to customer requirements.

Maintain records of event aspects, including financial details.

Monitor event activities 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.

Evaluate and select providers of services according to customer requirements.

Plan and develop programs, agendas, budgets, and services according to customer requirements.

Hire, train, and supervise volunteers and support staff required for events.

Conduct post-event evaluations to determine how future events could be improved.

Direct administrative details, such as financial operations, dissemination of promotional materials, and responses to inquiries.

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.

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.

Develop event topics and choose featured speakers.

Promote conference, convention and trades show services by performing tasks such as meeting with professional and trade associations, and producing brochures and other publications.

Design and implement efforts to publicize events and promote sponsorships.

Obtain permits from fire and health departments to erect displays and exhibits and serve food at events.

Active Listening→ Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Reading Comprehension→ Understanding written sentences and paragraphs in work related documents.

Speaking→ Talking to others to convey information effectively.

Coordination→ Adjusting actions in relation to others' actions.

Critical Thinking→ Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Service Orientation→ Actively looking for ways to help people.

Social Perceptiveness→ Being aware of others' reactions and understanding why they react as they do.

Time Management→ Managing one's own time and the time of others.

Complex Problem Solving→ Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.

Judgment and Decision Making→ Considering the relative costs and benefits of potential actions to choose the most appropriate one.

Monitoring→ Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.

Persuasion→ Persuading others to change their minds or behavior.

Writing→ Communicating effectively in writing as appropriate for the needs of the audience.

Active Learning→ Understanding the implications of new information for both current and future problem-solving and decision-making.

Negotiation→ Bringing others together and trying to reconcile differences.

Management of Personnel Resources→ Motivating, developing, and directing people as they work, identifying the best people for the job.

Systems Analysis→ Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes.

Systems Evaluation→ Identifying measures or indicators of system performance and the actions needed to improve or correct performance, relative to the goals of the system.

Instructing→ Teaching others how to do something.

Management of Financial Resources→ Determining how money will be spent to get the work done, and accounting for these expenditures.

Organizing, Planning, and Prioritizing Work→ Developing specific goals and plans to prioritize, organize, and accomplish your work.

Making Decisions and Solving Problems→ Analyzing information and evaluating results to choose the best solution and solve problems.

Communicating with Supervisors, Peers, or Subordinates→ Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.

Communicating with Persons Outside Organization→ Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.

Interacting With Computers→ Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.

Performing for or Working Directly with the Public→ Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.

Scheduling Work and Activities→ Scheduling events, programs, and activities, as well as the work of others.

Judging the Qualities of Things, Services, or People→ Assessing the value, importance, or quality of things or people.

Resolving Conflicts and Negotiating with Others→ Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.

Establishing and Maintaining Interpersonal Relationships→ Developing constructive and cooperative working relationships with others, and maintaining them over time.

Getting Information→ Observing, receiving, and otherwise obtaining information from all relevant sources.

Developing and Building Teams→ Encouraging and building mutual trust, respect, and cooperation among team members.

Identifying Objects, Actions, and Events→ Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.

Performing Administrative Activities→ Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.

Processing Information→ Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.

Thinking Creatively→ Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.

Coordinating the Work and Activities of Others→ Getting members of a group to work together to accomplish tasks.

Coaching and Developing Others→ Identifying the developmental needs of others and coaching, mentoring, or otherwise helping others to improve their knowledge or skills.

Interpreting the Meaning of Information for Others→ Translating or explaining what information means and how it can be used.

Guiding, Directing, and Motivating Subordinates→ Providing guidance and direction to subordinates, including setting performance standards and monitoring performance.

Updating and Using Relevant Knowledge→ Keeping up-to-date technically and applying new knowledge to your job.

Monitoring and Controlling Resources→ Monitoring and controlling resources and overseeing the spending of money.

Documenting/Recording Information→ Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.

Provide Consultation and Advice to Others→ Providing guidance and expert advice to management or other groups on technical, systems-, or process-related topics.

Selling or Influencing Others→ Convincing others to buy merchandise/goods or to otherwise change their minds or actions.

Developing Objectives and Strategies→ Establishing long-range objectives and specifying the strategies and actions to achieve them.

Analyzing Data or Information→ Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.

Monitor Processes, Materials, or Surroundings→ Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.

Performing General Physical Activities→ Performing physical activities that require considerable use of your arms and legs and moving your whole body, such as climbing, lifting, balancing, walking, stooping, and handling of materials.

Training and Teaching Others→ Identifying the educational needs of others, developing formal educational or training programs or classes, and teaching or instructing others.

Inspecting Equipment, Structures, or Material→ Inspecting equipment, structures, or materials to identify the cause of errors or other problems or defects.

Estimating the Quantifiable Characteristics of Products, Events, or Information→ Estimating sizes, distances, and quantities; or determining time, costs, resources, or materials needed to perform a work activity.

Evaluating Information to Determine Compliance with Standards→ Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.

Handling and Moving Objects→ Using hands and arms in handling, installing, positioning, and moving materials, and manipulating things.

Assisting and Caring for Others→ Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.

Correspond with customers to answer questions or resolve complaints.

Authorize financial actions.

Verify accuracy of records.

Organize special events.

Confer with personnel to coordinate business operations.

Inspect facilities or equipment to ensure specifications are met.

Prepare financial documents.

Monitor organizational compliance with regulations.

Conduct eligibility or selection interviews.

Negotiate contracts with clients or service providers.

Develop financial or business plans.

Conduct surveys in organizations.

Supervise employees.

Train personnel to enhance job skills.

Oversee business processes.

Confer with others about financial matters.

Create marketing materials.

Market products, services, or events.

Update professional knowledge.

Obtain documentation to authorize activities.

Oral Comprehension→ The ability to listen to and understand information and ideas presented through spoken words and sentences.

Oral Expression→ The ability to communicate information and ideas in speaking so others will understand.

Speech Recognition→ The ability to identify and understand the speech of another person.

Written Comprehension→ The ability to read and understand information and ideas presented in writing.

Written Expression→ The ability to communicate information and ideas in writing so others will understand.

Deductive Reasoning→ The ability to apply general rules to specific problems to produce answers that make sense.

Problem Sensitivity→ The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.

Fluency of Ideas→ The ability to come up with a number of ideas about a topic (the number of ideas is important, not their quality, correctness, or creativity).

Speech Clarity→ The ability to speak clearly so others can understand you.

Inductive Reasoning→ The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).

Near Vision→ The ability to see details at close range (within a few feet of the observer).

Originality→ The ability to come up with unusual or clever ideas about a given topic or situation, or to develop creative ways to solve a problem.

Information Ordering→ The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g. , patterns of numbers, letters, words, pictures, mathematical operations).

Category Flexibility→ The ability to generate or use different sets of rules for combining or grouping things in different ways.

Far Vision→ The ability to see details at a distance.

Selective Attention→ The ability to concentrate on a task over a period of time without being distracted.

Mathematical Reasoning→ The ability to choose the right mathematical methods or formulas to solve a problem.

Time Sharing→ The ability to shift back and forth between two or more activities or sources of information (such as speech, sounds, touch, or other sources).

Visualization→ The ability to imagine how something will look after it is moved around or when its parts are moved or rearranged.

Customer and Personal Service→ Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Language→ Knowledge of the structure and content of a language - English, French, Swahili et cetera - including the meaning and spelling of words, rules of composition, and grammar.

Communications and Media→ Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media.

Clerical→ Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

Administration and Management→ Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.

Computers and Electronics→ Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

Public Safety and Security→ Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local or national security operations for the protection of people, data, property, and institutions.

Law and Government→ Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.

Customer relationship management CRM software -- e.g., Hubspot CRM; Drip; Constant Contact; Zoho; Salesforce; Pipedrive; Freshsales; Blackbaud The Raiser's Edge; Microsoft Dynamics; Oracle Eloqua

Database user interface and query software -- Data entry software; Association management software; Event Management System (EMS) software; Space booking software; Microsoft Access

Desktop communications software -- Two-way group messaging tool

Desktop publishing software -- e.g., Adobe PageMaker; Adobe Systems Adobe InDesign; Scribus; Lucidpress; Microsoft Publisher; QuarkXpress

Electronic mail software -- e.g., Gmail; Mozilla Thunderbird; Zoho Mail; Microsoft Outlook

Facilities management software -- Meeting planning software; Interactive diagramming solutions

Financial analysis software -- Financial ratios analysis; SWOT analysis; Jirav; Fathom; Paypie; BusinessRadar; Infor F9

Graphics or photo imaging software -- e.g., Adobe Systems Adobe Photoshop; Adobe Systems Adobe Creative Cloud; SmugMug Flickr; Trimble SketchUp Pro

Internet browser software -- e.g., Microsoft Edge; Mozilla Firefox; Google Chrome

Map creation software -- Geographic information system GIS software

Network conferencing software -- video conferencing software

Office suite software -- e.g., LibreOffice; Google Workspace; Microsoft Office

Presentation software — Mentimeter; Microsoft PowerPoint

Project management software -- Event registration software; Online conference management tool

Sales and marketing software -- Marketing automation software; Email marketing program; Lead management software; Sales analytics software

Spreadsheet software -- e.g., Google Sheets; Corel Quattro; Microsoft Excel

Video conferencing software -- Video conferencing software; Online meeting software

Web page creation and editing software -- Social media sites; LinkedIn; Instagram; Facebook

Web platform development software -- e.g., AJAX; Django; JavaScript; Hypertext markup language HTML; Microsoft Active Server Pages ASP

Word processing software -- e.g., Dropbox paper; Google Docs; Microsoft Word

Desktop computers

Multimedia projectors→ Video projectors

Notebook computers→ Laptop computers

Overhead projectors→ Overhead display projectors

Personal computers

Public address systems→ Public address PA systems

Two way radios

Videoconferencing systems→ Videoconferencing equipment

Enterprising→ Enterprising occupations frequently involve starting up and carrying out projects. These occupations can involve leading people and making many decisions. Sometimes they require risk taking and often deal with business.

Conventional→ Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow.

Social→ Social occupations frequently involve working with, communicating with, and teaching people. These occupations often involve helping or providing service to others.

Attention to Detail→ Job requires being careful about detail and thorough in completing work tasks.

Dependability→ Job requires being reliable, responsible, and dependable, and fulfilling obligations.

Stress Tolerance→ Job requires accepting criticism and dealing calmly and effectively with high stress situations.

Adaptability/Flexibility→ Job requires being open to change (positive or negative) and to considerable variety in the workplace.

Cooperation→ Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.

Self Control→ Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.

Integrity→ Job requires being honest and ethical.

Social Orientation→ Job requires preferring to work with others rather than alone, and being personally connected with others on the job.

Initiative→ Job requires a willingness to take on responsibilities and challenges.

Concern for Others→ Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.

Persistence→ Job requires persistence in the face of obstacles.

Innovation→ Job requires creativity and alternative thinking to develop new ideas for and answers to work-related problems.

Achievement/Effort→ Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.

Independence→ Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.

Leadership→ Job requires a willingness to lead, take charge, and offer opinions and direction.

Analytical Thinking→ Job requires analyzing information and using logic to address work-related issues and problems.

Relationships→ Occupations that satisfy this work value allow employees to provide service to others and work with co-workers in a friendly non-competitive environment. Corresponding needs are Co-workers, Moral Values and Social Service.

Independence→ Occupations that satisfy this work value allow employees to work on their own and make decisions. Corresponding needs are Creativity, Responsibility and Autonomy.

Achievement→ Occupations that satisfy this work value are results oriented and allow employees to use their strongest abilities, giving them a feeling of accomplishment. Corresponding needs are Ability Utilization and Achievement.