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Event planners' responsibilities depend on their title and the firm they work for or the firms they work with. Generally, planners organize and plan an event such as a meeting, a special open house, a convention, or a specific celebration.
Meetings might consist of a small interdepartmental meeting, a board meeting, an all-employee meeting, an in-house training session, a stockholders' meeting, or a meeting with vendors or distributors. When planning these events, meeting planners usually check the calendars of key executives to establish a meeting time that fits into their schedules. Planners reserve meeting rooms, training rooms, or outside facilities for the event. They visit outside sites to make sure they are appropriate for that specific event. Planners notify people of the time, place, and date of the event and set up registration procedures, if necessary. They arrange for food, room layout, audiovisual equipment, instructors, computers, sound equipment, and telephone equipment as required.
In some cases, a company may employ an in-house meeting planner who is responsible for small- to medium-sized events. When a large meeting, trade show, conference, open house, or convention is planned, the in-house event planner may contract with outside meeting planners to assist with specific responsibilities such as registration, catering, and display setup. Some companies have their own trade show or convention managers on staff.
Convention, trade show, or conference managers and coordinators negotiate and communicate with other enterprises related to the convention or trade show industry such as hotel and catering sales staff, speaker's bureaus, and trade staff such as electricians or laborers who set up convention display areas. They may also be responsible for contracting the transportation of the equipment and supplies to and from the event site. The manager usually works with an established budget and negotiates fees with these enterprises and enters contracts with them. Additional contracts may also need to be negotiated with professionals to handle registration, marketing, and public relations for the event.
Managers and planners need to be aware of legal aspects of trade show setups such as fire code regulations, floor plans, and space limitations, and make sure they are within these guidelines. They often need to get these arrangements approved in writing. Good record keeping and communication skills are used daily. The convention manager may have staff to handle the sales, registration, marketing, logistics, or other specific aspects of the event, or these duties may be subcontracted to another firm.
Some convention planners are employed specifically by convention and visitors' bureaus, the tourism industry, or by exhibit halls or convention facilities. Their job responsibilities may be specific to one aspect of the show, or they may be required to do any or all of the above-mentioned duties. Some convention and trade show managers may work for the exposition center or association and be responsible for selling booth space at large events.
Special event coordinators are usually employed by large corporations who hold numerous special events or by firms who contract their special event planning services to companies, associations, or religious, political, or educational groups. A special event coordinator is responsible for planning, organizing, and implementing a special event such as an open house, an anniversary, the dedication of a new facility, a special promotion or sale, an ordination, a political rally, or a victory celebration. This coordinator works with the company or organization and determines the purpose of the special event, the type of celebration desired, the site, the budget, the attendees, the food and entertainment preferences, and the anticipated outcome. The special event planner then coordinates the vendors and equipment necessary to successfully hold this event. The coordinator works closely with the client at all times to ensure that the event is being planned as expected. Follow-up assessment of the event is usually part of the services offered by the special event coordinator.
Party planners are often employed by individuals, families, or small companies to help them plan a small party for a special occasion. Many party planners are independent contractors who work out of their homes or are employees of small firms. Party planners may help plan weddings, birthdays, christenings, bar or bat mitzvahs, anniversaries, or other events. They may be responsible for the entire event including the invitations, catering, decorating, entertainment, serving, and cleanup, or planners may simply perform one or two aspects such as contracting with a magician for a children's birthday party, recommending a menu, or greeting and serving guests.
Some event planners specialize in planning virtual events—which are held online using sophisticated computer and telecommunications technology. "Attendees" can view exhibits and speakers online without having to leave the comfort of their office or home. Virtual event planners must have specialized computer and information technology skills.
In large organizations, event planners typically have specialized duties. Database administrators build and maintain database of attendees. Exhibit managers oversee the exhibit design and layout. Funds coordinators handle registration fees and all incoming funds. Meeting scouts select the meeting site. Registration coordinators, or registrars, handle the preregistration and on-site registration. Education planners organize the educational content of an event, including speakers and presentations.