Job Title

Meeting Planner

         
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Contains the words meeting and planner.

Summary

Coordinate activities of staff to make arrangements for group meetings.

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Salary

National averages for Meeting Planner Research Salary

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Description

The first step in planning a meeting or convention is determining the purpose, message, or impression that the sponsoring organization wants to communicate. Planners increasingly focus on how meetings affect the goals of their organizations; for example, they may survey prospective attendees to find out what motivates them and how they learn best. A more recent option for planners is to decide whether the meeting or convention can achieve goals in a virtual format versus the traditional meeting format. Virtual conferences are offered over the Internet where attendees view speakers and exhibits online. After this decision is made, planners then choose speakers, entertainment, and content, and arrange the program to present the organization's information in the most effective way.

Meeting and convention planners search for prospective meeting sites, primarily hotels and convention or conference centers. When choosing a site, the planner considers who the prospective attendees are and how they will get to the meeting. Being close to a major airport is important for organizations that have attendees traveling long distances who are pressed for time. The planner may also select a site based on its attractiveness to increase the number of attendees.

Once they have narrowed down possible locations for the meeting, planners issue requests for proposals to all possible meeting sites in which they are interested. These requests state the meeting dates and outline the planner’s needs for the meeting or convention, including meeting and exhibit space, lodging, food and beverages, telecommunications, audio-visual requirements, transportation, and any other necessities. The establishments respond with proposals describing what space and services they can supply, and at what price. Meeting and convention planners review these proposals and either make recommendations to the clients or management or choose the site themselves.

Once the location is selected, meeting and convention planners arrange support services, coordinate with the facility, prepare the site staff for the meeting, and set up all forms of electronic communication needed for the meeting or convention, such as e-mail, voice mail, video, and online communication.

Meeting logistics, the management of the details of meetings and conventions, such as labor and materials, is another major component of the job. Planners register attendees and issue name badges, coordinate lodging reservations, and arrange transportation. They make sure that all necessary supplies are ordered and transported to the meeting site on time, that meeting rooms are equipped with sufficient seating and audio-visual equipment, that all exhibits and booths are set up properly, and that all materials are printed. They also make sure that the meeting adheres to fire and labor regulations and oversee food and beverage distribution.

There also is a financial management component of the work. Planners negotiate contracts with facilities and suppliers. These contracts, which have become increasingly complex, are often drawn up more than a year in advance of the meeting or convention. Contracts often include clauses requiring the planner to book a certain number of rooms for meetings in order to qualify for space discounts and imposing penalties if the rooms are not filled. Therefore, it is important that the planner closely estimates how many people will attend the meeting based on previous meeting attendance and current circumstances. Planners must also oversee the finances of meetings and conventions. They are given overall budgets by their organizations and must create a detailed budget, forecasting what each aspect of the event will cost. Additionally, some planners oversee meetings that contribute significantly to their organization's operating budget and must ensure that the event meets income goals.

An important part of the work is measuring how well the meeting's purpose was achieved. After determining what the objectives are, planners try to measure if objectives were met and if the meeting or conference was a success. The most common way to gauge their success is to have attendees fill out surveys about their experiences at the event. Planners can ask specific questions about what sessions were attended, how well organized the event appeared, how they felt about the overall experience, and ask for suggestions on how to improve the next event. If the purpose of a meeting or convention is publicity, a good measure of success would be how much press coverage the event received. A more precise measurement of meeting success, and one that is gaining importance, is return on investment. Planners compare the costs and benefits of an event and show whether it was worthwhile to the organization. For example, if a company holds a meeting to motivate its employees and improve company morale, the planner might track employee turnover before and after the meeting.

Some aspects of the work vary by the type of organization for which planners work. Those who work for associations must market their meetings to association members, convincing members that attending the meeting is worth their time and expense. Marketing is usually less important for corporate meeting planners because employees are generally required to attend company meetings. Corporate planners usually have shorter time frames in which to prepare their meetings. Planners who work in Federal, State, and local governments must learn how to operate within established government procedures, such as procedures and rules for procuring materials and booking lodging for government employees. Government meeting planners also need to be aware of any potential ethics violations.

Description Sources

Bureau of Labor Statistics, U.S. Department of Labor, Occupational Outlook Handbook