MEETING, EVENT AND CONVENTION PLANNER

Planners organize events for professional organizations, trade groups, service organizations, enthusiast groups, veterans organizations, weddings, reunions, etc. Most organizations have national and regional meetings or conferences once or twice a year. These meetings can attract participants in the thousands—especially at trade shows. Local authorities encourage the convention industry because they believe tourist dollars can boost a faltering or stagnant economy. Tourists inject outside dollars into a local economy, resulting in greater net benefit than an increase in the turnover of local dollars. Some organizations and large corporations have sufficient need and funds to maintain in-house planners and meeting organizers. Event planners also may find employment with local chambers of commerce, convention and visitors bureaus, hotels (see also Convention services managers under Hotel Managers/Assistants in this section), or convention centers. In larger metropolitan areas, some firms specialize in organizing and planning conventions and events for others.

Meeting, event, and convention planners develop programs, market events or conventions, budget the event, choose locations, make travel arrangements, arrange entertainment, plan menus and choose caterers, arrange lodging, ensure availability of audio-visual equipment, and oversee registration of attendees to the events. In larger organizations, each task may be assigned to an individual planner. In smaller organizations, planners will be responsible for several of the duties, and in some cases all of these duties.

In larger convention planning firms or departments, the staff may specialize in a particular part of the overall process. Those working in smaller organizations will be responsible for all of the planner duties. The duties of meeting, event and convention planners can vary depending on where they work. In general, planners must locate and negotiate contracts for meeting sites, negotiate lodging prices with hotels, work with caterers, arrange shuttle transportation between venues and activities, plan entertainment, and arrange audio-visual equipment for conference presenters. For large trade shows, where a number of vendors set up booths, planners may have to organize additional telephone lines to the show’s site and arrange electrical outlets for individual booths. Planners working for visitors and convention bureaus, hotels, and convention centers also may spend a great deal of time marketing their facilities or general location and amenities.

Meeting, event and convention planners usually work in comfortable office surroundings. They may have to do a great deal of travel to meet with clients and check out locations and vendors. Additionally, most planners will not work standard 8:00-5:00 business hours; they may have to work evenings and weekends to resolve problems.

Planners must be able to cope with last minute changes or difficulties to ensure the event runs smoothly and effectively. In general, all planners must be able to develop and work within budgets and organize themselves and others. They must have excellent marketing abilities, as well as above average oral and written communication skills. They need to know not only about local venues, but also how those compare to competitive facilities and attractions nationwide. Persons interested in this career field should be comfortable working with people. Planners working with international associations may find it beneficial to be multilingual or have local interpreters at their disposal.

A high school diploma or its equivalent is prerequisite to this career. Many individuals currently working as meeting, event, and convention planners began performing these tasks as secretaries and administrative assistants. Experience can be obtained by working in offices that plan such events or by working in the hotel/restaurant industry with facilities that hold such events.

Many planners have a Bachelor's degree and a background in Public Relations or Marketing. A Bachelor's degree may be a requirement for advancement in this occupation.

ADVANCEMENT

After three years work experience, planners can qualify to sit for the Certified Meeting Professional (CMP) exam. Though certification is not a requirement, it would benefit a planner desiring to seek advanced positions with higher pay.

In 1994, employment in the United States for Meetings and Convention Planners was 885,537. This position is considered an evolving occupation in Texas, which means there should be considerable growth and earnings potential for these professionals now and in the future.

It is projected that by the year 2005 employment in this occupation will grow by 23%, an increase of 199,386 positions. Over this same period, 165,594 openings (19% of current positions) will become available due to employee turnover between 1994 and 2005.