Meeting, Convention, and Event Planners

13-1121.00

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

Occupation-Specific Information

Tasks

• 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.

Technology Skills

• Cloud-based data access and sharing software - Google Drive
• Customer relationship management CRM software - Blackbaud The Raiser's Edge; GruupMeet; Microsoft Dynamics 🔥; Oracle Eloqua
• Data base user interface and query software - Dean Evans & Associates EMS Professional; FileMaker Pro; Lenos marketing automation software; MemberClicks COMPLETE; Microsoft Access 🔥; NSF Hospitality Rendezvous Events
• Desktop communications software - ParentSquare
• Desktop publishing software - Adobe InDesign 🔥; Microsoft Publisher
• Electronic mail software - IBM Lotus Notes; Microsoft Outlook
• Facilities management software - MeetingMatrix International
• Financial analysis software - Delphi Discovery; Delphi Technology
• Geographic information system - ESRI ArcGIS software 🔥; Geographic information system GIS software
• Graphics or photo imaging software - Adobe Creative Cloud software 🔥; Adobe Photoshop 🔥; SmugMug Flickr; Trimble SketchUp Pro 🔥
• Internet browser software - Web browser software
• Network conferencing software - LogMeIn GoToWebinar
• Office suite software - Microsoft Office software
• Presentation software - Mentimeter; Microsoft PowerPoint
• Project management software - Active Network EventRegister; Convention Industry Council CIC APEX Toolbox; Event Management Software; Events Operations Software; Microsoft Project 🔥; Oracle Primavera Enterprise Project Portfolio Management 🔥; Planstone
• Sales and marketing software - Marketo Marketing Automation 🔥
• Spreadsheet software - Microsoft Excel ; Spreadsheet software
• Video conferencing software - LogMeIn GoToMeeting
• Web page creation and editing software - Facebook 🔥; LinkedIn 🔥; Social media sites
• Web platform development software - Hypertext markup language HTML 🔥
• Word processing software - Google Docs 🔥; Microsoft Word

Occupational Requirements

Work Activities

• Getting Information - Observing, receiving, and otherwise obtaining information from all relevant sources.
• Monitoring Processes, Materials, or Surroundings - Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.
• Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
• Inspecting Equipment, Structures, or Materials - 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.
• Judging the Qualities of Objects, Services, or People - Assessing the value, importance, or quality of things or people.
• Processing Information - Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
• 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.
• Analyzing Data or Information - Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.
• Making Decisions and Solving Problems - Analyzing information and evaluating results to choose the best solution and solve problems.
• Thinking Creatively - Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.
• Updating and Using Relevant Knowledge - Keeping up-to-date technically and applying new knowledge to your job.
• Developing Objectives and Strategies - Establishing long-range objectives and specifying the strategies and actions to achieve them.
• Scheduling Work and Activities - Scheduling events, programs, and activities, as well as the work of others.
• Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.
• 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 materials.
• Handling and Moving Objects - Using hands and arms in handling, installing, positioning, and moving materials, and manipulating things.
• Controlling Machines and Processes - Using either control mechanisms or direct physical activity to operate machines or processes (not including computers or vehicles).
• Operating Vehicles, Mechanized Devices, or Equipment - Running, maneuvering, navigating, or driving vehicles or mechanized equipment, such as forklifts, passenger vehicles, aircraft, or watercraft.
• Working with Computers - Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
• Drafting, Laying Out, and Specifying Technical Devices, Parts, and Equipment - Providing documentation, detailed instructions, drawings, or specifications to tell others about how devices, parts, equipment, or structures are to be fabricated, constructed, assembled, modified, maintained, or used.
• Repairing and Maintaining Mechanical Equipment - Servicing, repairing, adjusting, and testing machines, devices, moving parts, and equipment that operate primarily on the basis of mechanical (not electronic) principles.
• Repairing and Maintaining Electronic Equipment - Servicing, repairing, calibrating, regulating, fine-tuning, or testing machines, devices, and equipment that operate primarily on the basis of electrical or electronic (not mechanical) principles.
• Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
• Interpreting the Meaning of Information for Others - Translating or explaining what information means and how it can be used.
• 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 People Outside the 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.
• Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time.
• Assisting and Caring for Others - Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.
• Selling or Influencing Others - Convincing others to buy merchandise/goods or to otherwise change their minds or actions.
• Resolving Conflicts and Negotiating with Others - Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.
• 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.
• Coordinating the Work and Activities of Others - Getting members of a group to work together to accomplish tasks.
• Developing and Building Teams - Encouraging and building mutual trust, respect, and cooperation among team members.
• Training and Teaching Others - Identifying the educational needs of others, developing formal educational or training programs or classes, and teaching or instructing others.
• Guiding, Directing, and Motivating Subordinates - Providing guidance and direction to subordinates, including setting performance standards and monitoring performance.
• Coaching and Developing Others - Identifying the developmental needs of others and coaching, mentoring, or otherwise helping others to improve their knowledge or skills.
• Providing Consultation and Advice to Others - Providing guidance and expert advice to management or other groups on technical, systems-, or process-related topics.
• Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
• Staffing Organizational Units - Recruiting, interviewing, selecting, hiring, and promoting employees in an organization.
• Monitoring and Controlling Resources - Monitoring and controlling resources and overseeing the spending of money.

Detailed Work Activities

• Correspond with customers to answer questions or resolve complaints.
• Verify accuracy of records.
• Authorize financial actions.
• 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.
• Negotiate contracts with clients or service providers.
• Conduct eligibility or selection interviews.
• Develop financial or business plans.
• Train personnel to enhance job skills.
• Supervise employees.
• Conduct surveys in organizations.
• Oversee business processes.
• Confer with others about financial matters.
• Update professional knowledge.
• Create marketing materials.
• Market products, services, or events.
• Obtain documentation to authorize activities.