Conference and Event Planners plan, organize and coordinate conferences, conventions, meetings, seminars, exhibitions, trade shows, festivals and other events. They are employed by tourism associations, trade and professional associations, convention and conference centres, governments, and by conference and event planning companies, or they may be self-employed.
Event planners coordinate logistics, such as budgets, speakers, entertainment, transportation, facilities, technology, equipment, decoration, displays, food and beverage, and other related logistical requirements.
Here’s a non-exhaustive list of common tasks Event Planners are required to complete.
- Planning and organizing events:
- Facilitating any meetings when necessary, including meetings with professional associations, sponsors, and other groups to promote and discuss the details of the conference, convention, or event;
- organizing committees to plan scope and format of events;
- supervising the progress of the event, including budget establishing and monitoring;
- planning entertainment and social gatherings for participants;
- organizing registration of participants, preparing programs and promotional material, and publicizing the event to ensure maximum exposure;
- planning themes and decorations; and
- doing one last inspection of the facilities before the event starts in order to ensure it complies with the client’s requirements.
- Communicating with the customer:
- Being the liaison between the client and the establishment throughout the event process (pre-event, during the event, and post-event);
- efficiently communicating event details to coordinating establishment’s departments to ensure proper delivery of event expectations;
- coordinating and communicating both verbally and in writing with the customer (internal or external) regarding event details;
- ensuring all information provided to the client is current and accurate;
- assisting customers in all inquiries related to the event;
- resolving any conflicts that may arise in order to ensure a high-quality service and ensure customer satisfaction;
- interacting with clients to obtain feedback on quality and service levels; and
- following up with customer post-event.
- Coordinating services for events:
- Taking care of accommodations and transportation for participants;
- planning food and beverage for the event (e.g. catering, buffet, bar);
- hiring, training and supervising the staff required for the events (e.g. security guards, servers, caterers, audiovisual experts, entertainers, translators);
- taking care of special needs requirements (e.g. ramps, assistants, open aisles);
- accommodating special requests whenever possible, responding to all requests in an accurate and timely manner; and coordinating the necessary audiovisual equipment according to the activities planned for the event.
- Managing administrative operations:
- Negotiating contracts for services;
- approving suppliers’ invoices and maintaining financial records; and
- reviewing final invoice submitted to clients for events and preparing the corresponding reports.
- Developing a business network with the local venues, vendors and service suppliers:
- Networking with providers of food and beverages, entertainment, transportation, audiovisual equipment, etc. in order to promote exceptional work relationships.
- Ensuring compliance with required bylaws, regulations, policies and procedures of the establishment where the event is taking place.
- Being responsible for the smooth execution of all events.
- Acting as a liaison between the client and the hotel.
- Promoting teamwork and quality service through daily communications and coordination with vendors, service suppliers, and staff throughout all the phases of the events.
- Building a network of vendors.
- Inspecting event facilities to ensure that they follow the customer’s requirements.
The average Event Planner salary is $46,503 per year or $24 per hour. This is around 1.4 times more than the Median wage of the country. Entry level positions start at $33,000 while most experienced workers make up to $65,000. These results are based on 51 salaries extracted from job descriptions.
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