Conference planners are in essence, event organizers. But they work on a more corporate level. Working for large companies that have constant conference planning needs, these individuals may be asked to perform internal or external event management duties. They confer with office management to determine their conference planning requirements and are then responsible for making sure that all logistics are effectively coordinated.
As a conference planner, you may be asked to travel to different sites and cities. You will be required to be absolutely savvy with technology and understand the need to remain calm during distressing situations – event planning does not always go as planned, so you will have to possess a plan B at all times.
Eligibility requirements to work as a conference planner depend on the particular company that you are being hired by. Some may require you to possess a high school diploma – others may want a bachelor’s degree in event management. Working at this position will require you to be resourceful, organized and exceptionally level-headed. Since you will be working with many different types of people, it will be your duty to make sure that you obtain maximum benefits from your liaison with them.
Some important duties that you will be performing include:
• Confer with management to determine their conference planning needs
• Prepare logistics to ensure that these needs are met with properly
• Secure conference facilities by ensuring that they conform to conference needs
• Plan the scope of event such as time, location and cost
• Understand budget requirements and constraints and ensure that all planning activities fall within them
• Inspect venues such as for-hire conference rooms and halls to ensure that they meet requirements
• Coordinate event services including accommodation, transport and catering
• Monitor event activities to ensure that attendees are satisfied
• Assist in the setting up and pulling down of conferences
• Provide support in handling conference material development and design
• Procure the services of internal staff and ensure that all positions are filled, even if external hiring needs to be done
• Negotiate venue charges and audio-visual equipment fees in a bid to find the best possible deals
• Handle marketing, registration and sponsorship activities by coordinating efforts with internal departments
• Monitor room setups, booth areas and registration desks and keep track of all activities
• Prepare post-conference reports and take feedback to improve planning activities
• Create conference proposals and make changes to them according to specific instructions provided by the management
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