When a company or other organization wants to host a professional event, they typically hire a meeting coordinator, also known as a conference coordinator or event planner, to manage the details. Meeting coordinators are typically in charge of the planning and organization of details leading up to the event date. Meeting coordinators may be required to perform a wide range of tasks as part of the planning process. Meeting coordinator jobs require the ability to determine the appropriate format based on the organizing entity’s objectives, so organization is a must.
Conference coordinators are in charge of laying out all of the details for an event. Choosing a location for the event and contacting presenters are two of the most common steps. Other preparations that should be made prior to the event date include meal catering and conference materials.
The number of tasks that meeting coordinators must complete may be determined the size of the event. Many important logistical steps are often required for large-scale events to ensure that no details are overlooked. Securing presenters and confirming site availability are two such crucial details. Smaller events, such as a meeting for a single department, may include tasks for a smaller number of employees. Reserving a meeting room, sending electronic invitations to employees, ordering meals, and securing audio-visual needs are examples of these tasks.
Meeting planners may collaborate closely with a representative from the venue when it comes to the event location. This meeting is typically required to determine whether the venue can accommodate the date, number of attendees, meals, audio-visual equipment, and any other requirements. Securing a contract agreement with the representative of the event site is another responsibility for this task.
The event planner begins organizing the remaining details of the event once the venue has been secured. This could include putting together conference materials. Some meeting coordinator jobs also include communicating with presenters to determine their needs, which may include travel arrangements, presentation aids, and a stipend for attendance.
The administration of details before and during the event is usually required when preparing for the event date. Meeting coordinators, for example, will secure hotel accommodations for presenters and prepare conference materials prior to the event. Managing attendee registration and ensuring meeting rooms are ready before the start of a session are the most common tasks during the event.
Meeting planners may be required to evaluate the event’s success at the conclusion. Attendees and presenters are usually given surveys to complete in order to provide feedback on all aspects of the event. This will aid the meeting coordinator in making plans for a future event.
Meeting coordinator jobs in some companies may also entail overseeing the event’s costs. Meeting planners may be required to forecast costs and ensure that expenditures remain within budget. Payments to presenters, catering, and the fulfillment of the venue contract are usually included in these costs.