A convention planner is a professional who plans and organizes events ranging from physician meetups to comic book conventions. Convention planners may work for well-known convention venues, assisting those who book those locations for the purpose of holding conventions. Convention planners can also work for private companies, and some specialize in specific types of conventions, becoming the go-to person for people who want their conventions to run smoothly and attract attendees.
Putting on a convention takes a lot of time and effort. A convention planner is responsible for securing a site for the convention, as well as obtaining liability insurance, a workforce for the convention, and any special objects or support needed by convention attendees. Convention planners can also reserve suites in local hotels, coordinate transportation to and from major airports, and arrange lodging for guest speakers and honorees. Making meal arrangements, obtaining permits if the convention requires them, organizing security, and taking care of special services such as a daycare for convention attendees are all part of the planning services.
In addition to dealing with the convention’s physical nuts and bolts, the convention planner is in charge of the convention’s printed material, which includes everything from signs directing people around the facility to convention programs distributed to attendees. The convention planner creates and publishes a schedule, books speakers and panelists, and accepts reservations from attendees. Payment tracking systems and nametag generation systems are included in reservation systems. In addition, the convention planner puts together goody bags and other materials for attendees.
Marketing and other communications, such as mailers, websites, email lists, and the setup of bulletin boards for attendees who want to network before the convention, are usually included in convention planning. The convention planner also coordinates the delivery of items to the convention, such as booths and stalls for a sales floor, books by authors who will be speaking at the convention, and so on. Convention planners assign display space, determine which panels and events should go where, and ensure that attendees get to where they need to go as part of their job.
A convention planner is usually aided by a staff to whom various tasks can be delegated, and staffers are on hand at all times during the convention to deal with any issues that arise. This type of work necessitates excellent organizational and interpersonal skills, as well as the ability to multitask. A convention planner may deal with a speaker who is unhappy with hotel accommodations, local police who are concerned about parking issues, vendors who want to move their booths on the convention floor, and a variety of other issues on any given day.