A meeting coordinator is someone who organizes meetings and keeps track of the company’s schedule. A meeting or conference coordinator’s job can have many different aspects, but the majority of them revolve around facilitating meetings between company members or other parties. Meeting coordinators are typically high-level planners who specialize in the logistics of all types of meetings, from regularly scheduled internal meetings to large conferences.
Meeting or conference accounting tasks are one general area of responsibility for a meeting coordinator. These experts can estimate the costs of a meeting, conference, or event, providing line item costs that can be budgeted into the company’s overall budget. Meeting coordinators may be responsible for cost estimation and purchasing in order to make events run smoothly.
Maintaining attendance roles is another aspect of meeting coordination. Meeting coordinators can reserve meeting space or accept cancellations, keeping an up-to-date list of who will be attending a particular corporate event. These experts can also help with a variety of booking conflicts or scheduling issues.
Meeting and conference planners frequently collaborate with corporate executives. They might work on events that take place within a department, events that take place between departments, or events that bring together corporate executives and outside parties. Meeting coordinators will work in administrative roles in all of these situations to ensure that meetings and other events run smoothly.
Meeting coordinators may schedule pre-event or post-event meetings in addition to planning for the actual meetings, conferences, and events to get more input on what is required. This can include gathering experienced staffers who can provide feedback on an event before it takes place, as well as holding post-event meetings to brief department leaders or executives on what occurred during a meeting or event.
Meeting or conference planners may also collaborate with facility maintenance staff to ensure that the locations where events are held are in good working order. Prior to an event, health and safety concerns may be assessed. A meeting planner may also investigate the various types of insurance that may be required for a large corporate event or even an internal gathering. All of this falls under the broad category of logistics and planning, which high-level meeting planners may be required to pursue.