Meeting and Convention Planners

Career summary

Meeting and convention planners may also be called event planners, conference coordinators, or convention managers.

Planners begin by talking to their customers to find out what customers need for their event. For example, they determine the number of hotel rooms, meals, and meeting rooms needed.

Next, planners develop programs, budgets, and services for the event. They evaluate and select meeting places, speakers, and transportation. Planners also review and select catering options, develop signage and displays, and arrange for cleanup and security. In addition, they arrange for audio-visual equipment and for any special needs of attendees.

Before signing contracts with hotels, convention centers, speakers, and others, planners get approval from customers. They meet often with them and vendors to discuss plans and negotiate services.

Other pre-event tasks include getting permits from fire departments to put up exhibits and from health departments to serve food at events. In addition, planners coordinate the activities of people who plan and prepare for the event. They also help promote the event through advertising and brochures.

Before and during events, meeting and convention planners inspect rooms and displays. They give directions to the people who provide services for events. They coordinate the registration of attendees. They also resolve complaints.

After the event, planners evaluate events and services so they can improve future events. They keep detailed records of events, which services they used, and whether the event was a success. They also review and approve bills for payment.

Related careers

This career is part of the Business Management and Administration cluster of careers.

Related careers include:

• Administrative Services Managers
• Advertising Managers
• Advertising Salespeople
• Agents and Business Managers
• Caterers
• Fundraisers
• Hotel and Motel Managers
• Public Relations and Fundraising Managers
• Public Relations Specialists
• Recreation Guides
• Wedding Planners

Job duties

Task list

The following list of tasks is specific to meeting and convention planners.

• Consult with customers to find out what they need to put on events.
• Plan and develop programs, budgets, and services for events.
• Evaluate and select meeting places, speakers, and transportation.
• Negotiate and arrange contracts with hotels, convention centers, speakers, and others.
• Get permits from fire departments to put up exhibits and from health departments to serve food.
• Direct and coordinate the activities of workers who prepare and provide services for events.
• Organize the registration of event attendees.
• Talk to people attending events and resolve their complaints.
• Inspect rooms and displays.
• Promote conferences and events through advertising and creating brochures.
• Review and approve bills for payment.
• Keep records of events.
• Evaluate events once they are over to improve future events.
• Read journals, attend seminars, and consult with others to keep up to date on the trends of the field.

Common work activities

Meeting and convention planners perform the following tasks. These tasks are common to many careers.

• Organize, plan, and prioritize work
• Make decisions and solve problems
• Communicate with supervisors, peers, or subordinates
• Communicate with people outside the organization
• Use computers
• Schedule work and activities
• Perform for or work with the public
• Judge the value of objects, services, or people
• Resolve conflicts and negotiate with others
• Establish and maintain relationships
• Get information needed to do the job
• Develop and build teams
• Identify objects, actions, and events
• Perform administrative tasks
• Process information
• Think creatively
• Coordinate the work and activities of others
• Explain the meaning of information to others
• Coach others
• Guide, direct, and motivate others
• Update and use job-related knowledge
• Monitor and control resources
• Document and record information
• Convince others to buy goods or change their minds or actions
• Provide advice and consultation to others
• Develop goals and strategies
• Monitor events, materials, and surroundings
• Analyze data or information
• Teach others
• Perform activities that use the whole body
• Inspect equipment, structures, or materials
• Evaluate information against standards
• Estimate sizes, quantities, time, cost, or materials needed
• Handle and move objects
• Assist and care for others

Work requirements

Working conditions

In a typical work setting, meeting and convention planners:

Interpersonal relationships

• Have a high level of social contact. They frequently talk to customers, coworkers, service providers, and others.
• Communicate by telephone, e-mail, letters, memos, and in person on a daily basis.
• Are responsible for the work done by those they supervise or hire.
• Are placed in conflict situations on a weekly basis. People may become angry or discourteous if something goes wrong.
• Are somewhat responsible for the health and safety of others.
• Nearly always work as part of a team.

Physical work conditions

• Usually work indoors, but may work outdoors on rare occasions.
• Are sometimes exposed to loud sounds or noise levels that may be distracting.
• Work near others. They often share the same work space with other planners and assistants.
• Travel to different work sites in a car, truck, or van.

Work performance

• Must be very exact in their work so that events go smoothly.
• Make decisions that greatly impact their employer's reputation and finances.
• Make decisions that affect clients and coworkers on a daily basis. They rarely consult a supervisor before deciding a course of action.
• Set nearly all their daily tasks and goals without consulting another first.
• Work in a moderately competitive atmosphere. They must abide by strict daily deadlines.
• Repeat the same physical or mental activities.

Hours/travel

• Travel to look over possible meeting and convention sites.
• Often work more than 40 hours per week.
• May work nights and weekends.
• Typically work a set schedule, except when traveling.

Physical demands

Meeting and convention planners frequently:

• Repeat the same movements.
• Sit for long periods of time.
• Stand for long periods of time.

It is important for meeting and convention planners to be able to:

• Understand the speech of another person.
• Speak clearly so listeners can understand.
• See details of objects that are less than a few feet away.
• See details of objects that are more than a few feet away.

It is not as important, but still necessary, for meeting and convention planners to be able to:

• See differences between colors, shades, and brightness.
• Focus on one source of sound and ignore others.
• Hold the arm and hand in one position or hold the hand steady while moving the arm.
• Use fingers to grasp, move, or assemble very small objects.
• Use one or two hands to grasp, move, or assemble objects.
• Use stomach and lower back muscles to support the body for long periods without getting tired.
• Be physically active for long periods without getting tired or out of breath.
• Make quick, precise adjustments to machine controls.

Skills and abilities

Meeting and convention planners need to:

Communicate

• Read and understand work-related materials.
• Listen to others and ask questions.
• Speak clearly so listeners can understand.
• Write clearly so other people can understand.
• Understand written information.
• Understand spoken information.

Reason and problem solve

• Analyze ideas and use logic to determine their strengths and weaknesses.
• Notice when something is wrong or is likely to go wrong.
• Use reasoning to discover answers to problems.
• Think of new ideas about a topic.
• Judge the costs and benefits of a possible action.
• Recognize the nature of a problem.
• Combine several pieces of information and draw conclusions.
• Think of original, unusual, or creative ways to solve problems.
• Follow guidelines to arrange objects or actions in a certain order.
• Understand new information or materials by studying and working with them.
• Recognize when important changes happen or are likely to happen in a system.
• Concentrate and not be distracted while performing a task.
• Develop rules that group items in various ways.
• Identify what must be changed to reach goals.

Use math and science

• Choose a mathematical method or formula to solve problems.

Manage oneself, people, time, and things

• Manage the time of self and others.
• Check how well one is learning or doing something.
• Motivate, develop, and direct people as they work.
• Go back and forth between two or more activities or sources of information without becoming confused.
• Decide how to spend money to get the work done and keep track of how the money was used.

Work with people

• Be aware of others' reactions and understand the possible causes.
• Change behavior in relation to others' actions.
• Look for ways to help people.
• Persuade others to approach things differently.
• Solve problems by bringing others together to discuss differences.
• Teach others how to do something.

Perceive and visualize

• Imagine how something will look if it is moved around or its parts are rearranged.

Education and training

Educational programs

The programs of study listed below will help you prepare for the occupation or career cluster you are exploring.

Programs of study directly related to this occupation

• Meeting and Event Planning

Other programs of study to consider

• Business Management and Administration
• Business, General
• Entrepreneurial and Small Business Operations
• Hospitality Management
• International Business, Trade, and Finance
• Marketing
• Project Management
• Recreation and Parks Management
• Restaurant and Food Services Management
• Travel Services Management

Training

To work as a meeting and convention planner, you typically need to:

• have a high school diploma or equivalent; and
• have a bachelor's degree.

Education after high school

Many meeting and convention planners have at least a bachelor's degree. There is no set area of study for planners. However, good majors are marketing, public relations, and communications. Hospitality management and hotel and motel management programs also provide good preparation.

Courses in business and accounting are helpful for planning budgets and negotiating contracts. Courses that sharpen your analysis and communication skills are also useful.

Work experience

Jobs at hotels, convention centers, or travel agencies would be good preparation for this occupation. Some people have years of experience at planning small meetings for their employer and then move into this occupation.

On-the-job training

You typically begin by working on routine planning tasks under the direction of an experienced worker. You advance to organizing more complicated and larger meetings as you gain experience. The length of training varies. It may last up to six months.

Helpful high school courses

In high school, take classes that prepare you for college. A college preparatory curriculum  may be different from your state's graduation requirements .

You should also consider taking some advanced courses in high school. This includes Advanced Placement (AP) and International Baccalaureate (IB) courses if they are available in your school. If you do well in these courses, you may receive college credit for them. Advanced courses can also strengthen your college application.

Helpful electives to take in high school that prepare you for this career include:

• Communications
• Computer Applications
• Introduction to Business
• Marketing

The courses listed above are meant to help you create your high school plan. If you have not already done so, talk to a school counselor or parent about the courses you are considering taking.

You should also check with a teacher or counselor to see if work-based learning opportunities are available in your school and community. These might include field trips, job shadowing, internships, and actual work experience. The goal of these activities is to help you connect your school experiences with real-life work.

Join some groups, try some hobbies, or volunteer with an organization that interests you. By participating in activities you can have fun, make new friends, and learn about yourself. Maybe one of them will help direct you to a future career. Here are examples of activities and groups  that may be available in your high school or community.

Things to know

Employers look for people who have experience planning successful events. They also look for workers who are flexible, detail-oriented, and organized. Good communication skills are very important. Education is less important than experience and skills. However, many employers require applicants to have at least a bachelor's degree.

Some employers prefer workers who are certified as event planners or managers by a professional organization, such as the Events Industry Council. The Council has developed environmental sustainability standards for the meeting and convention industry. As the concept of "being green" gains more foothold in the hospitality field, knowledge of sustainability practices may become more important for planners. The Council also provides specific certification for those who manage meetings in the healthcare industry.

#"Meeting Industry on Cusp of Setting Green Standards," PSBJ, Aug.27-Sept. 2, 2010. These standards still referenced on CIC web page but no new info on it as of 4/9/13 cj. Certification still available via CIC & more info on green standards on website now, 3/3/15 cj. Added healthcare which was noted on website 12/15/16 cj. Changed name from Convention IC to Events IC 4/9/19/cj.

Tips

Volunteer to help organize an event to learn what is involved.

Costs to workers

Meeting and convention planners may join professional associations and pay annual dues. Workers who become certified through a professional association usually must pay an application and exam fee. Business attire is necessary when working with clients.

Job listings

Listed below are links to job categories from the National Labor Exchange that relate to this career. Once you get a list of jobs, you can view information about individual jobs and find out how to apply. If your job search finds too many openings, or if you wish to search for jobs outside of Washington, you will need to refine your search.

• Meeting, Convention, and Event Planners 

To get a listing of current jobs from the WorkSource system, go to the WorkSource website .

Wages

#Currently, there is no specific statewide wage information available for meeting, convention, and event planners.

Wages vary by employer and area of the country. The planner's reputation and level of experience also affect wages.

Meeting and convention planners who work full time may receive benefits. Typical benefits include sick leave, paid vacation, and health insurance. 

Employment and outlook

Washington outlook

The table below provides information about the number of workers in this career in various regions. It also provides information about the expected growth rate and future job openings.

National employment

Major employers:

• Business and professional organizations
• Hotels and convention centers
• Convention and visitors bureaus
• Meeting planning companies
• Religious organizations

National outlook

Demand for this occupation will continue to grow. As companies become more international, the need for meetings and conventions grows. In spite of the various formats of online technology available for communication, people will still need to meet in person.

Job prospects will be best for those with a bachelor's degree in hospitality as well as industry certifications. Experience in social media and virtual meeting software will also be helpful. Competition for jobs will be strong.

Other resources

American Hotel and Lodging Association 
1250 I Street NW, Suite 1100
Washington, DC 20005
202.289.3100

Association of Equipment Manufacturers 
6737 West Washington Street, Suite 2400
Milwaukee, WI 53214
414.272.0943

Association of Meeting Professionals (AMPS) 

Event Planners Association (EPA) 

Event Service Professionals Association 
191 Clarksville Road
Princeton Junction, NJ 08550
609.799.3712

Events Industry Council 
2025 M Street NW, Suite 800
Washington, DC 20036
202.367.1190

Hospitality Sales and Marketing Association International 
7918 Jones Branch Drive, Suite 300
McLean, VA 22102
703.506.3280

International Live Events Society 
330 North Wabash Avenue, Suite 2000
Chicago, IL 60611
800.688.4737
312.321.6853

Meeting Professionals International 
2711 LBJ Freeway, Suite 600
Dallas, TX 75234
972.702.3000

Meeting Professionals International, Washington State Chapter 
120 State Avenue NE, #303
Olympia, WA 98501
360.867.8813

National Association for Catering and Events 
10440 Little Patuxent Parkway, Suite 300
Columbia, MD 21046
410.290.5410

National Recreation and Park Association 
22377 Belmont Ridge Road
Ashburn, VA 20148
800.626.6772
703.858.0784

National Restaurant Association 
2055 L Street NW, Suite 700
Washington, DC 20036
800.424.5156
202.331.5900

Professional Convention Management Association 
35 East Wacker Drive, Suite 500
Chicago, IL 60601
877.827.7262
312.423.7262

Society for Hospitality and Foodservice Management 
328 East Main Street
Louisville, KY 40202
502.574.9931

Washington Business Week 
PO Box 1170
Renton, WA 98057
253.237.3545

References

Career cluster

• Business Management and Administration

Career path

• Enterprising (Business Communications)

O*Net  occupation

• Meeting, Convention, and Event Planners (13-1121.00) 

O*Net job zone 

• Job Zone 4 - Considerable preparation needed. A minimum of two to four years of work-related skill, knowledge, or experience is needed for these occupations.

DOT occupation

• Manager, Convention (187.167-078) 

Holland occupational cluster

• Enterprising/Conventional/Social

COPSystem

• Business Skilled