Meeting, Convention, and Event Planners

Summary

Preparing agendas is a common task for meeting planners.

Quick Facts: Meeting, Convention, and Event Planners
2010 Median Pay	$45,260 per year $21.76 per hour
Entry-Level Education	Bachelor’s degree
Work Experience in a Related Occupation	Less than 1 year
On-the-job Training	None
Number of Jobs, 2010	71,600
Job Outlook, 2010-20	44% (Much faster than average)
Employment Change, 2010-20	31,300

What Meeting, Convention, and Event Planners Do

Meeting, convention, and event planners coordinate all aspects of professional meetings and events. They choose meeting locations, arrange transportation, and coordinate other details.

Work Environment

Meeting, convention, and event planners spend most of their time in offices. During meetings and events, they work on-site at hotels or convention centers, and they often travel to attend events and to visit prospective meeting sites. Many work more than 40 hours per week, especially during major events.

How to Become a Meeting, Convention, or Event Planner

Applicants should have at least a bachelor's degree and some related work experience in planning. Job opportunities should be best for those with a bachelor’s degree in hospitality management.

Pay

The median annual wage of meeting, convention, and event planners was $45,260 in May 2010.

Job Outlook

Employment of meeting, convention, and event planners is expected to grow 44 percent from 2010 to 2020, much faster than the average for all occupations. As globalization increases and businesses continue to recognize the value of professionally planned meetings, the need for meetings and events is expected to grow. Job opportunities should be best for candidates with a bachelor’s degree in hospitality management.

Similar Occupations

Compare the job duties, education, job growth, and pay of meeting, convention, and event planners with similar occupations.

O*NET

O*NET provides comprehensive information on key characteristics of workers and occupations.

Contacts for More Information

Learn more about meeting, convention, and event planners by contacting these additional resources.

What Meeting, Convention, and Event Planners Do About this section

Digital technology is increasingly popular among meeting planners.

Meeting, convention, and event planners coordinate all aspects of professional meetings and events. They choose meeting locations, arrange transportation, and coordinate other details.

Duties

Meeting, convention, and event planners typically do the following:

• Meet with clients to understand the purpose of the meeting or event
• Plan the scope of the event, including time, location, program, and cost
• Solicit bids from places and service providers (for example, florists or photographers)
• Work with the client to choose where to hold the event and whom to contract with for services
• Inspect places to ensure they meet the client's requirements
• Coordinate event services such as rooms, transportation, and food service
• Confer with on-site staff to coordinate details
• Monitor event activities to ensure the client and event attendees are satisfied
• Review event bills and approve payment

Whether it is a wedding, educational conference, or business convention, meetings and events bring people together for a common purpose. Meeting, convention, and event planners work to ensure that this purpose is achieved seamlessly.

They coordinate every detail of events, from beginning to end. Before a meeting, for example, planners will meet with clients to estimate attendance and determine the meeting’s purpose. During the meeting, they handle meeting logistics such as registering guests and setting up audio/visual equipment for speakers. After the meeting, they survey attendees to find out what topics interested them the most.

Meeting, convention, and event planners also search for potential meeting sites, such as hotels and convention centers. They consider the lodging and services that the facility can provide, how easy it will be for people to get there, and the attractions that the surrounding area has to offer. More recently, planners also consider whether an online meeting can achieve the same objectives as a face-to-face meeting.

Once a location is selected, planners arrange meeting space and support services. For example, they negotiate contracts with suppliers to provide meals for attendees and coordinate plans with on-site staff. They organize speakers, entertainment, and activities. They also oversee the finances of meetings and conventions. On the day of the event, planners may register attendees, coordinate transportation, and make sure meeting rooms are set up properly.

The following are types of meeting, convention, and event planners:

Association planners organize annual conferences and trade shows for professional associations. Because member attendance is often voluntary, marketing the meeting’s value is an important aspect of their work.

Corporate planners organize business meetings, usually under tight deadlines.

Government meeting planners organize meetings for government officials and agencies. Being familiar with government regulations, such as procedures for buying materials and booking hotels, is vital to their work.

Convention service managers help organize major events as employees of hotels and convention centers. They act as liaisons between the meeting facility and the planners who work for associations, businesses, or governments. They present food service options to outside planners, coordinate special requests, and suggest hotel services, depending on the planner’s budget.

Event planners arrange the details of a variety of events, including weddings and large parties.

Work Environment About this section

Meeting planners work with clients to determine the scope and purpose of a meeting.

Meeting, convention, and event planners spend most of their time in offices. During meetings and events, they usually work on-site at hotels or convention centers. They travel regularly to attend events they organize and to visit prospective meeting sites, sometimes in exotic locations around the world. Planners regularly collaborate with clients, hospitality workers, and meeting attendees.

The work of meeting, convention, and event planners can be fast-paced and demanding. Planners oversee many aspects of the event at the same time, face numerous deadlines, and orchestrate the activities of several different groups of people.

In 2010, meeting, convention, and event planners held about 71,600 jobs. Most worked for private companies, and about 9 percent were self-employed. Industries employing the largest numbers of meeting, convention, and event planners were as follows:

Work Schedules

Most meeting, convention, and event planners work full time. In addition, many are required to work long, irregular hours in the time leading up to a major event. During meetings or conventions, planners may work very long days, starting early in the morning and working late into the evening. Sometimes, they must work on weekends.

How to Become a Meeting, Convention, or Event Planner About this section

An important part of a meeting planner’s job is choosing venues and negotiating rates.

Applicants should have at least a bachelor's degree and some work experience related to planning. 

Education

Many employers prefer applicants who have a bachelor's degree and related work experience in hotels or planning. The proportion of planners with a bachelor's degree is increasing because work responsibilities are becoming more complex and because there are more college degree programs. If an applicant’s degree is not related to hospitality management, employers are likely to require at least 1 to 2 years of related work experience.

Meeting, convention, and event planners come from a variety of academic disciplines. Some related undergraduate majors include marketing, public relations, communications, business, and hospitality management. Planners who have studied hospitality management may start out with greater responsibilities than those from other academic disciplines. College students may also gain experience through an internship or by planning meetings for a university club. In addition, some colleges offer continuing education courses in meeting and event planning.

Work Experience

Some event planners enter the profession by gaining experience in a related occupation, such as a catering coordinator. For example, catering coordinators may begin planning smaller events, including weddings. As they gain experience and establish their reputation, they may start their own wedding planning business.

Once hired, planners learn many skills through experience. Entry-level planners generally begin by performing small tasks under the supervision of senior meeting professionals. Those who start at small organizations have the opportunity to learn more quickly because they must take on a larger variety of tasks.

Advancement

To advance in their careers, planners should volunteer to take on more responsibility and find better ways of doing their job. The most important factors in advancement are demonstrated skill, determination, and respect from peers. Because formal education is also increasingly important, those with limited experience may enhance their standing by enrolling in event planning courses offered by universities or professional associations.

As meeting, convention, and event planners establish themselves, they are given greater responsibility. This may mean taking on a wider range of duties or moving to another planning specialty to gain more experience. For example, a talented planner may be promoted from conference coordinator, with responsibility for meeting logistics, to program coordinator, with responsibility for speakers and event programming. The next step up may be to meeting manager, with responsibility for supervising all parts of the meeting. Entry-level planners tend to focus on meeting logistics, such as registering guests and setting up audio/visual equipment, while experienced planners manage interpersonal tasks, such as client relations and contract negotiations. With significant experience, meeting, convention, and event planners can become independent consultants or executive directors of associations.

Certification

The Convention Industry Council offers the Certified Meeting Professional (CMP) credential, a voluntary certification for meeting and convention planners. Although the CMP is not required, it is widely recognized in the industry and may help in career advancement. To qualify, candidates must have a minimum of 3 years of meeting management experience, recent employment in a meeting management job, and proof of continuing education credits. Those who qualify must then pass an exam that covers topics such as adult learning, financial management, facilities and services, logistics, and meeting programs.

The Society of Government Meeting Professionals (SGMP) offers the Certified Government Meeting Professional (CGMP) credential for meeting planners who work for, or contract with, federal, state, or local government. This certification is not required to work as a government meeting planner; however, it may be helpful for those who want to show that they know government buying policies and travel regulations. To qualify, candidates must have worked as a meeting planner for at least 1 year and have been a member of SGMP for 6 months. To become a certified planner, members must take a 3-day course and pass an exam.

Important Qualities

Communication skills. Meeting, convention, and event planners communicate with clients, suppliers, and event staff. They must have excellent written and oral communication skills and be able to convey the needs of their clients effectively.

Composure. Planners often work in a fast-paced environment and must be able to think on their feet and remain calm under pressure.

Computer skills. Planners must be familiar with computers, database software, budgets, and online social media.

Customer-service skills. Planners must understand their clients’ needs. They must act professionally in a variety of situations, know how to keep an audience engaged, and help participants network with peers.   

Interpersonal skills. Planners must be good at establishing and maintaining positive relationships with clients and suppliers. They should also be able to help event participants network with peers.

Negotiation skills. Planners must be able to negotiate service contracts that get the best prices for their clients.

Organizational skills. To provide high quality meetings, planners must be detail-oriented, good at multitasking, and able to meet tight deadlines. Many meetings are planned more than a year in advance, so long-term thinking ability is vital. 

Problem-solving skills. When problems arise, planners must be able to come up with creative solutions that satisfy clients.

Pay About this section

The median annual wage of meeting, convention, and event planners was $45,260 in May 2010. The median wage is the wage at which half the workers in an occupation earned more than that amount and half earned less. The lowest 10 percent earned less than $27,090, and the top 10 percent earned more than $76,840.

In May 2010, median annual wages in industries employing the largest numbers of meeting, convention, and event planners were as follows:

Most meeting, convention, and event planners work full time. In addition, many are required to work long, irregular hours in the time leading up to a major event. During meetings or conventions, planners may work very long days, starting early in the morning and working late into the evening. Sometimes, they must work on weekends.

Job Outlook About this section

Employment of meeting, convention, and event planners is expected to grow 44 percent from 2010 to 2020, much faster than the average for all occupations. As businesses and organizations become increasingly international, meetings and conventions are expected to become even more important. For many of these organizations, meetings are the only time they can bring their members together. Despite the spread of online communication, face-to-face interaction is irreplaceable. In addition, industries and businesses increasingly recognize the value of hiring professional meeting planners who can deliver top-notch meetings at the best available price.

Job Prospects

In addition to rapid employment growth, many job openings are expected to arise from the need to replace workers who leave the occupation. However, job seekers can expect strong competition because the occupation usually attracts more applicants than job openings.

Job opportunities should be best for people with a bachelor's degree in hospitality management. A Certified Meeting Planner (CMP) credential is also viewed favorably by potential employers. Those who have experience with virtual meeting software and social media outlets also should have an advantage in the job search.

Job opportunities for corporate planners go up and down with the economy. When the economy is poor, companies often cut budgets for meetings. Planners who get laid off during a recession often go to work as private contractors until they can get a full-time job again.

Planners who work for the healthcare industry are least likely to experience cutbacks during a recession because attendance at medical meetings is often required for healthcare professionals to maintain their license.

Event planners can also expect strong competition for jobs. Those with related work experience should have the best job opportunities.

Contacts for More Information About this section

For more information about meeting, convention, and event planners, including information about certification and industry trends, visit

Convention Industry Council

Society of Government Meeting Professionals

Professional Convention Management Association

Meeting Professionals International