Job address
US
Company size
11-50 employees
Job sector
Business Management & Administration
occupation category
Meeting, Convention, and Event Planners
Job type
Contract
Work environment
In person
Company Overview
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Job details
Required skills
- Addresses safety issues or concerns, e.g., electrical cords
- Ensures all resources, personnel and supports are in place and ready
- Maintains flow/sequence of activities during meeting or event
- Determines and selects technology appropriate for communication needs
- Assesses costs and benefits for options available
- Selects and implements crowd management techniques
- Implements evaluation/audit procedures as scheduled
- Determines needs for sustaining meeting or event, e.g., systems, quality control
- Identifies resources available, e.g., financial, material, staff
- Specifies the actions, time frames and performance measurements needed to achieve objectives
- Conducts research to determine options available to meet requirements
- Suggests changes or revisions to strategic plan, if needed, with organization and/or key stakeholders
- Integrates theme, branding and ambience into meeting or event environment
- Manages contractual fulfillment, e.g., delivery of benefits
- Determines meeting or event requirements for speakers and performers
- Informs key personnel immediately if fraudulent activities are identified
- Submits draft plan for approval as necessary, e.g., board of directors, clients
- Monitors progress on a regular basis to ensure organization and contractors are fulfilling obligations
- Consults with specialists (e.g., local police, security company) as required
- Determines human resources needed for particular meeting or event, e.g., required employees or outsourced (contracted) positions
- Confers with authorities to determine requirements and appropriate emergency procedures
- Generates ideas, conceives a meeting or event theme that will complement or integrate with organization’s marketing and brand strategy
- Develops mission statement, goals and objectives of meeting or event
- Develops plans that show respect for workplace diversity
- Complies with legislation, e.g., environmental, local zoning, human rights, health and safety, labor
- Provides authorizations for elements of meeting or event to take place, where necessary
- Design system that meets needs and budget, e.g., set up integrated filing system for electronic and other files
- Generates policies and procedures to maintain system security and integrity, e.g., develop privacy policy, develop accessibility policy
- Constructs information distribution policies, procedures and structures
- Establishes standardized documentation and document design procedures
- Agrees on sources of information for evaluation
- Explains organization’s position and viewpoint - listens to and validates other parties’ positions and viewpoints
- Determines requirements for staging and technical equipment
- Records best options/strategies and financial information
- Secures appropriate personnel, e.g., to conduct ceremonies, to accompany VIPs
- Defines stakeholder interest, issues and priorities
- Determines protocol requirements for invitations, reception rooms, seating arrangements, introductions and security
- Compares meeting or event progress to mission statement, goals and objective
- Creates logistics action plan for site set-up and take-down
- Develops processes that will contribute to achieving goals
- Identifies specific, realistic, measurable and achievable tasks and phases required to meet meeting or event objectives
- Identifies type of alcohol service, e.g., cash bar, host bar
- Creates information collection policies, procedures and structures
- Identifies, accesses and interprets data and data sources needed for budget preparation, e.g., previous budgets, audits
- Discusses options and agrees on most viable options, e.g., service, timelines
- Determines food and beverage service requirements
- Coordinates logistical requirements, e.g., to arrange food and beverage and/or transportation needs of VIP
- Designs meeting or event from participant/spectator perspective
- Arranges service agreements with supplier as required
- Establishes record-keeping and filing systems
- Establishes system for reporting and recording incidents
- Establishes and monitors cash handling procedures
- Develops and implements workforce training plan
- Assesses the need for specialist advice or assistance in addressing legal, regulatory and jurisdictional requirements
- Makes changes to risk management plan as needed
- Integrates contractual obligations into meeting or event’s critical path
- Hires skilled installation professionals as required, e.g., stagehands, riggers, electricians
- Coordinates logistics of installing staging and equipment within meeting or event site, e.g., timing of arrival and delivery, placement
- Defines return on investment objectives/expected outcomes, e.g., efficiency, effectiveness, accountability, justifying investments
- Examines financial statements monthly for accuracy
- Complies with legislation, e.g., fire-retardant materials
- Keeps key personnel informed of progress and changes
- Selects admittance systems to be used, e.g., registration procedures, tickets, name tags, photo identification, wristbands
- Incorporates audiovisual or technical elements as appropriate
- Determines what is negotiable and non-negotiable
- Address liabilities and insurance requirements
- Develops and implements emergency response plan
- Identifies need for supplementary products and services, including required range and quantity
- Implement risk management techniques and strategies to minimize disruption to participants and attendees and to deal with problems that arise
- Researches options available to meet needs that minimize risk
- Analyzes all data available when deciding to change course
- Determines stakeholder expectations and attendee expectations
- Assesses risk management plan on ongoing basis
- Ensures that staff are trained in responsible beverage service
- Communicates plan and procedures, e.g., to emergency services, media, suppliers, senior management and staff
- Carries out contingency and business continuity plans as appropriate
- Develops merchandise design and development plan
- Creates plan for site communication, protocols, emergency contacts, risk management plan, on-site logistics
- Measures return on investment per collected data, e.g., evaluation-related, attendance
- Develops quality standards, policies and procedures, reviews evaluations and feedback from previous and/or similar meetings or events
- Implements internal and external security communication systems
- Analyzes internal and external factors for potential impacts on budget, e.g., new legislation, market trends
- Selects recruitment techniques to address shortfalls, e.g., hire contractors
- Assesses and adjusts information systems to better meet stakeholder needs
- Specifies communication procedures and protocols
- Evaluates venue and geographic location for potential hazards, threats, vulnerabilities or other risks
- Incorporates movement, methodology and message into design concept
- Informs key personnel of effectiveness or deficiencies of techniques and strategies, and identify necessary action to be taken
- Obtains support of key stakeholders for proposed sponsorship arrangements
- Reviews legal, regulatory, ethical and social requirements for meeting or event
- Standardizes document protocols, e.g., naming protocol
- Ensures availability of installation equipment, machinery, tools and other assistive devices
- Analyzes and selects different technologies, e.g., database, paper filing system
- Maintains relationships with sponsors by providing regular updates
- Establishes wage rates and salary expectations
- Communicates plan to appropriate parties, e.g., site manager, meeting or event coordinator
- Selects best options/strategies, e.g., purchase or rent equipment, issue a request for proposals for services
- Obtains support and involvement of organization in strategic planning
