Conference Planner Job Description

Conference Planner Job Description

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Conference planner provides dedicated administrative support to the Corporate Conference and Event Director (e.g., scheduling and calendar maintenance, meeting planning, travel bookings in Concur, expense reporting in Oracle ).

Conference Planner Duties & Responsibilities

To write an effective conference planner job description, begin by listing detailed duties, responsibilities and expectations. We have included conference planner job description templates that you can modify and use.

Sample responsibilities for this position include:

Be the point of contact for guests who are interested in holding a meetings or events at the hotel
Meet and greet each client daily to provide personalized service and to assure quality service by the entire Dining Service team
Consult with each client to identify needs and coordinate details for each meeting
Partner with Meeting and Events coordinators
Supervise input and approve accuracy of weekly billing information prepared for the accounting department
Provides client with all necessary information and details during site visits (facility use agreement, certificate of insurance, audio visual, set up, food & beverage, information brochures)
To fully understand the needs of the luxury customer and strive to exceed those expectations at all times
Serve as Dean's Office liaison to the Development Office and provide event planning support for this office
Responsible for building management for PHHP
Primary receptionist for all in-person visitors to the Dean's Suite

Conference Planner Qualifications

Qualifications for a job description may include education, certification, and experience.

Education for Conference Planner

Typically a job would require a certain level of education.

Employers hiring for the conference planner job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Marketing, Education, Business/Administration, Hospitality, Arts, Business, Communications, Event Management, Hospitality Management, Recreation

Skills for Conference Planner

Desired skills for conference planner include:

Hotel
Travel and meeting planning business
Particularly in terms of normal service expectations
Excel
Outlook
PowerPoint
Adobe photoshop
Autocad
Illustrator
Internet

Desired experience for conference planner includes:

Works comfortably under pressure
Strong Computer Skills (MS Office and EMS)
This position requires a minimum formal education of a high school degree
Must be able to speak, read, write and understand English which is the primary language used in the workplace
Fluent in English oral and written - second foreign language is a plus
Hospitality degree preferred, 3-5 years conference planning experience required

Conference Planner Examples

1

Conference Planner Job Description

Job Description Example
Our innovative and growing company is looking for a conference planner. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for conference planner
  • Assists conference manager as liaison with registration system provider
  • Coordinates attendee registration and logistics, including advance and on-site registration, registration data entry staffing, attendee list production, Receives/enters and sorts attendee name badges and attendee packets, responds to attendee questions and updates, files confirmations, Texas CE checklists and forms and, no show list
  • Manages the tour and onsite childcare program
  • Assigns meeting room space for convention seminars
  • Strong interpersonal skills and ability to self-manage, multi-task
  • Manage administrative details including, but not limited to, financial details
  • Plan and coordinate services according to customer requirements
  • Working on-site at the events
  • Research potential conference venues and gather necessary information to present to conference organizing committee for final decisions
  • Manage logistical operations such as room block management, food and beverage order, audiovisual order and set up, and sign production
Qualifications for conference planner
  • Experience in meeting planning and customer service
  • Highly motivated and excellent team player
  • Decision maker and problem solver
  • Supports department through specific project fulfillment and assignments
  • Completes projects as needed, to meet deadlines as part of group activity
  • Coordinates and maintains event supply inventories, including event-specific items
2

Conference Planner Job Description

Job Description Example
Our company is hiring for a conference planner. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for conference planner
  • Work with internal and/or external vendor on the registration process, and setting up/testing of the registration website
  • Acts as strategic project manager for assigned programs
  • Works with client to develop program agenda consistent with enterprise goals and objectives
  • Responsible for providing preliminary budgets for client approval and working to stay within this budget as the program progresses
  • Responsible for post-meeting evaluations, sharing results with clients and tracking results for reporting purposes
  • Responsible for creation and appropriate distribution of program’s statement of work (SOW)
  • This position requires travel approximately 30-40% of the time
  • Researches potential conference venue information for final decisions, negotiates key contractual terms, performs room block management, manages food and beverage needs, manages the exhibit area, and manages/coordinates the registration process
  • Maintain statistics and scheduling, provide guidance to the production of the technical program and its content, ensure on-site tasks are carried out
  • Collaborates with other departments within ComSoc and Technical Activities to ensure all necessary areas are developed and implemented
Qualifications for conference planner
  • Personal computer knowledge and skills
  • Some experience in graphic design for invitations and E-blast
  • 2-3+ years of conference/event planning required
  • Must be able to effectively manage across volunteers and staff
  • Demonstrated performance in a fast paced, constantly changing environment
  • Ability to travel domestically and internationally—20%-30% travel required
3

Conference Planner Job Description

Job Description Example
Our innovative and growing company is looking to fill the role of conference planner. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for conference planner
  • Provide guidance to conference Steering Committee on all aspects of conference management
  • Support conference leads on coordination of client-facing conferences
  • Coordinate attendee registration and reporting with travel partner support, transportation, speaker coordination, audio-visual needs, food and beverage, VIP management, promotional communications, on-site support, post-event evaluations and reporting, and other logistics as needed
  • Manage communication and coordination of our sponsor partners’ registration and tradeshow logistics at conferences
  • Understand how to leverage available resources internally and externally to successfully plan and execute events
  • Work with conference lead and business unit owners to develop an understanding of core messages and different audiences at each event
  • Develop and manage multiple projects, milestones/deadlines, and key deliverables as it relates to each event assigned
  • Support large and complex event-related projects to ensure expected outcomes are delivered on time and on budget
  • Participate in cross-functional teams to support project goals and to enhance planning processes
  • Ability to navigate roadblocks and provide thoughtful solutions
Qualifications for conference planner
  • Five years and above experience in 5 star hotels, event planning and food & beverage with high touch customer service
  • Good knowledge of audio visual systems
  • Flexibility to deal with fast paced diverse environment
  • Experience planning or supporting events ranging in size from 5 to 500+ participants
  • Experience planning or supporting meetings, conferences, and events for government and commercial clients
  • Experience utilizing online meeting registration software, including commercial or proprietary products
4

Conference Planner Job Description

Job Description Example
Our company is growing rapidly and is looking for a conference planner. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for conference planner
  • Work collaboratively as part of an team that delivers a wide range of high profile conferences, events and dignitary tours
  • Use strategic, integrated decision making in the logistical planning of multiple, complex meetings, conferences, and/or other events
  • Build and maintain independent relationships with internal and external audiences, working with all levels of Lab staff including senior management
  • Must have seasoned business judgment, project management skills and relationship management skills
  • Develop and manage budgets for conferences and workshops
  • Establishes and monitors budgets
  • Serves as primary liaison to university-wide experiential learning events/camp committees
  • Coordinates services for camps, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing and event security
  • Monitors event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise
  • Confers with staff at event site to coordinate details
Qualifications for conference planner
  • Awareness of social media and its use to promote conferences and events
  • Ability to reliably travel to site visits, meetings, conferences, vendor locations, using personal transportation
  • Ability to travel several times throughout the year to domestic locations and stay in those locations for multiple days
  • 1-3+ years of experience in event management that directly aligns with the specific responsibilities for this position
  • Previous experience with an On-Line Registration & Strategic Meeting Management Software preferred
  • Ability to read and interpret documents such as policies, proposals and standard operating procedures
5

Conference Planner Job Description

Job Description Example
Our growing company is looking to fill the role of conference planner. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for conference planner
  • Reviews trade publications, attends seminars, and consults with other professionals to keep abreast of camp management standards and trends
  • Works in conjunction with faculty and staff to develop and produce brochures and other collateral materials/publications designed to increase community awareness of camps and experiential learning opportunities
  • Produces and disseminates status report to campus entities as required
  • Collaborates with Student Engagement and Student Services to develop and lead camp planning
  • Builds relationships with middle and high schools that inform plans for creation of additional revenue-generating camps
  • Plan and execute a broad range of Firmwide conferences and events, including flagship and senior level conferences
  • Advisory to business hosts on best practices, includes budget approval, client data management, compliance, contracts and risk management, data protection, brand, timeline planning
  • Liaison with venue sourcing agency and actively manage cost negotiation with supply chain
  • Ownership of budget throughout event lifecycle
  • Maintain working budget through event lifecycle and follow appropriate escalations where necessary
Qualifications for conference planner
  • Ability to write correspondence, policies and proposals to various targeted audiences
  • Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, and/or regulatory or industry-related communications
  • Ability to build relationships with internal and external stakeholders across all levels
  • Ability to find common ground and can gain collaboration among senior management, colleagues and peers
  • Ability to influence outcomes without directing or commanding
  • Must be self-motivated with an independent work ethic

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