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Details for Meeting and Convention Planners


Description

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

Tasks

  • Consult with customers to determine objectives and requirements for events such as meetings, conferences, and conventions.
  • Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise.
  • Confer with staff at a chosen event site to coordinate details.
  • Review event bills for accuracy, and approve payment.
  • Plan and develop programs, agendas, budgets, and services according to customer requirements.
  • 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.
  • Inspect event facilities to ensure that they conform to customer requirements.
  • Maintain records of event aspects, including financial details.
  • Conduct post-event evaluations to determine how future events could be improved.
  • Negotiate contracts with such service providers and suppliers as hotels, convention centers, and speakers.
  • 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.
  • Direct administrative details such as financial operations, dissemination of promotional materials, and responses to inquiries.
  • Evaluate and select providers of services according to customer requirements.
  • 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.
  • Design and implement efforts to publicize events and promote sponsorships.
  • Hire, train, and supervise volunteers and support staff required for events.
  • Obtain permits from fire and health departments to erect displays and exhibits and serve food at events.
  • Promote conference, convention and trades show services by performing tasks such as meeting with professional and trade associations, and producing brochures and other publications.
  • Develop event topics and choose featured speakers.

Interests

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

Education, Training, Experience

  • Education - Most of these occupations require a four-year bachelor's degree, but some do not.
  • Training - Employees in these occupations usually need several years of work-related experience, on-the-job training, and/or vocational training.
  • Experience - A considerable amount of work-related skill, knowledge, or experience is needed for these occupations. For example, an accountant must complete four years of college and work for several years in accounting to be considered qualified.

Knowledge

  • Mathematics - Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.
  • Education and Training - Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects.
  • Law and Government - Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.
  • Psychology - Knowledge of human behavior and performance; individual differences in ability, personality, and interests; learning and motivation; psychological research methods; and the assessment and treatment of behavioral and affective disorders.
  • Public Safety and Security - Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions.
  • 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.
  • Computers and Electronics - Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
  • 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.
  • English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • 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.

Skills

  • Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
  • 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.
  • Writing - Communicating effectively in writing as appropriate for the needs of the audience.
  • Speaking - Talking to others to convey information effectively.
  • Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
  • Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
  • Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do.
  • Coordination - Adjusting actions in relation to others' actions.
  • Persuasion - Persuading others to change their minds or behavior.
  • Negotiation - Bringing others together and trying to reconcile differences.
  • Service Orientation - Actively looking for ways to help people.
  • Complex Problem Solving - Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
  • Time Management - Managing one's own time and the time of others.

Related Careers

  • First-Line Supervisors/Managers of Food Preparation and Serving Workers
  • First-Line Supervisors/Managers of Office and Administrative Support Workers
  • First-Line Supervisors/Managers of Personal Service Workers
  • Hosts and Hostesses, Restaurant, Lounge, and Coffee Shop
  • Opticians, Dispensing
  • Recreation Workers
Wages for this career
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