Who is a meeting, convention and event planner?
Meeting, convention, and event planners are the people who meet with clients to understand the purpose of their meeting or event. Meeting, convention, and event planners coordinate all aspects of events and professional meetings. They arrange meeting locations, transportation, and other details
Meeting planners plan large meetings for organizations. Healthcare meeting planners specialize in organizing meetings and conferences for healthcare professionals. Corporate planners organize internal business meetings and meetings between businesses. These events may be in person or online, held either within corporate facilities, or offsite to include more people.
Convention planners plan conventions and conferences for organizations. Association planners organize annual conferences and trade shows for professional associations. Convention service managers work for hotels and convention centres. They act as liaisons between the meeting facility and the planners who work for associations, businesses, and governments. They present food service options to outside planners, coordinate special requests, and suggest hotel services that work within a planner's budget.
Event planners arrange the details of a variety of events. Wedding planners are the most well-known, but event planners also coordinate celebrations such as anniversaries, reunions, and other large social events, as well as corporate events, including product launches, galas, and award ceremonies. Non-profit event planners plan large events with the goal of raising donations for a charity or advocacy organization. Events may include banquets, charity races, and food drives.
What do they do?
Meeting, convention, and event planners coordinate all aspects of events and professional meetings. They coordinate every detail of these events, including finances. Before planning a meeting, for example, planners will meet with clients to estimate attendance and determine the meeting's purpose. During the event, they handle logistics, such as registering guests and organizing audio-visual equipment. After the meeting, they make sure that all vendors are paid, and they may survey attendees to obtain feedback on the event.
Meeting, convention, and event planners search for potential meeting sites, such as hotels and convention centres. They consider the lodging and services that the facility can provide, how easy it will be for people to get there, and the attractions that the surrounding area has to offer. Planners may also consider whether an online meeting can achieve the same objectives as a meeting that requires attendees to gather in a physical location.
Once a location is selected, planners arrange the meeting space and support services, such as catering and interpreters. They negotiate contracts with suppliers and coordinate plans with the venue's staff. They may also organize speakers, entertainment, and activities
Workplace environment
Meeting, convention, and event planners spend time in their offices and onsite at hotels or convention centres. They often travel to attend events and visit prospective meeting sites. During meetings or conventions, planners may work many more hours than usual. They may also conduct online meetings and can work from home too.
Responsibilities of the planners
Meet with clients to understand the purpose of the meeting or event
Plan the scope of the event, including its time, location, and cost
Inspect venues to ensure that they meet the client's requirements
Coordinate event services such as rooms, transportation, and food service
Monitor event activities to ensure that the client and the attendees are satisfied
Review event bills and approve payments
Examine the logistics
Budgeting and accounting of the event
Hiring vendors and paying them
Education required to be one
Most meeting, convention, and event planners need a bachelor’s degree. Although some colleges offer degree programs in meeting and event management, other common fields of study include communications, business, and business management.
Many of the Management colleges provide a PG and diploma courses in event management and planning.
Essential skills to be a good planner
Communication skills. Meeting, convention, and event planners communicate with clients, suppliers, and event staff. They must have excellent written and oral communication skills to convey the needs of their clients effectively.
Interpersonal skills. Meeting, convention, and event planners must establish and maintain positive relationships with clients and suppliers. Often, a given area has a limited number of vendors, and meeting, convention, and event planners will likely need them for future events.
Negotiation skills. Meeting, convention, and event planners must be able to negotiate service contracts for events. They need to secure quality products and services at reasonable prices for their clients.
Organizational skills. Meeting, convention, and event planners must multitask, pay attention to details, and meet tight deadlines in order to provide high-quality meetings. Many meetings are planned more than a year in advance, so long-term thinking is vital.
Problem-solving skills. Meeting, convention, and event planners must be able to develop creative solutions that satisfy clients. They must be able to recognize potential problems and identify solutions in advance.
Technical skills
Some events and conferences may require a slight knowledge of sounds, lights, music and other technical aspects of the event or meeting, like the use of various electronic gadgets.
Except for that one requires a knowledge about market and marketing.
Work activities
The planners need to travel to various destination of events and meeting, they plan and discuss with their clients, search for vendors and provide other resources required.
Personality
To perish in this field, one needs to be a patient listener, has to have good interpersonal skills to understand the needs of the client. One also needs to have good logistic skills and great convincing and negotiation skills. The person needs to be cool minded and a multi tasker. Above this one should give attention to details, should be tolerant to working in stress and pressure. One needs to flexible to the demands on the client. Cooperation is a must needed quality for this profession
Careers Related to Meeting, Convention, and Event Planners
Administrative services managers plan, direct, and coordinate supportive services of an organization. Their specific responsibilities vary, but administrative service managers typically maintain facilities and supervise activities that include record keeping, mail distribution, and office upkeep.
Floral designers, also called florists, cut and arrange live, dried, and silk flowers and greenery to make decorative displays. They also help customers select flowers, containers, ribbons, and other accessories.
Food service managers are responsible for the daily operation of restaurants or other establishments that prepare and serve food and beverages. They direct staff to ensure that customers are satisfied with their dining experience, and they manage the business to ensure that it is profitable.
Fundraisers organize events and campaigns to raise money and other kinds of donations for an organization. They also may design promotional materials and increase awareness of an organization's work, goals, and financial needs.
Lodging managers ensure that guests on vacation or business travel have a pleasant experience at a hotel, motel, or other types of establishment with accommodations. They also ensure that the establishment is run efficiently and profitably.
Travel agents sell transportation, lodging, and entertainment activities to individuals and groups planning trips. They offer advice on destinations, plan trip itineraries, and make travel arrangements for clients.
The average salary for the planners is 20,000 to 25,000 rupees per month
Frequently asked question
Is it necessary to have a bachelor’s degree in management to be an event or meeting planner?
No, one can even be a planner without having a bachelor’s degree in management but its good if you have one
Are event planners and managers same?
They nearly have the same jobs in India, at least.
Does the career provide good salary?
Yes, one can earn sufficiently in this career if you have good skills and management techniques
Should I become an event, meeting or convention planner?
If you have enough knowledge about the field and have a suitable qualities and personality, then yes.