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"Meeting and Convention Planner"

Job Description - Part 1

Basic Job Description:

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

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Duties / Tasks	Activities	Skills	Abilities	Knowledge / Experience

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Job Duties and Tasks for: "Meeting and Convention Planner"

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

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

3) Develop event topics and choose featured speakers.

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

5) Monitor event activities in order to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise.

6) Confer with staff at a chosen event site in order to coordinate details.

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7) Review event bills for accuracy, and approve payment.

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

9) Coordinate services for events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing and event security.

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10) Arrange the availability of audio-visual equipment, transportation, displays, and other event needs.

11) Inspect event facilities in order to ensure that they conform to customer requirements.

12) Maintain records of event aspects, including financial details.

13) Conduct post-event evaluations in order to determine how future events could be improved.

14) Negotiate contracts with such service providers and suppliers as hotels, convention centers, and speakers.

15) 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.

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

17) Evaluate and select providers of services according to customer requirements.

18) Read trade publications, attend seminars, and consult with other meeting professionals in order to keep abreast of meeting management standards and trends.

19) Organize registration of event participants.

20) Design and implement efforts to publicize events and promote sponsorships.

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