Conference Planner

What is a conference planner?

A conference planner is someone who organizes and coordinates all aspects of conferences and events. They work to create successful and memorable experiences for attendees.

What does a conference planner do?

Usually, a conference planner does the following:

• Researches and chooses venues for conferences
• Plans and coordinates all logistics, such as transportation, accommodations, and catering
• Develops budgets and manages finances for conferences
• Collaborates with speakers, sponsors, and vendors
• Creates and manages event schedules and timelines
• Oversees marketing and promotional efforts for conferences
• Manages registration and ticketing processes
• Provides on-site management and support during conferences
• Evaluates and measures the success of conferences

What does the day-to-day life of a conference planner look like?

A conference planner typically works during regular office hours, such as 9am to 5pm. However, they may need to work longer hours leading up to and during conferences, especially when dealing with last-minute changes or urgent issues.

Their day-to-day tasks may include:

• Researching venues and gathering information for upcoming conferences
• Communicating with speakers, sponsors, and vendors via email or phone
• Updating budgets and financial records
• Creating and reviewing event schedules and timelines
• Designing and distributing promotional materials
• Managing registration and ticketing systems
• Attending meetings with clients or stakeholders
• On-site management and problem-solving during conferences

Where does a conference planner work?

Conference planners can work in various settings, including:

• Event management companies: These companies specialize in planning and organizing conferences and events for clients in different industries.
• Corporations and organizations: Many large companies and non-profit organizations have in-house conference planning teams to handle their own events.
• Hotels and resorts: Some hotels and resorts have conference and event planning departments to help clients organize their conferences on-site.
• Self-employment: Some conference planners choose to work as independent contractors and offer their services directly to clients.

Conference planners can work in any location, but major cities often have more opportunities due to the higher frequency of conferences and events.

What tools/software/hardware does a conference planner use?

A conference planner uses a variety of tools and software, including:

• Event management software for registration and ticketing, such as Eventbrite or Cvent
• Project management tools to keep track of schedules and tasks, such as Trello or Asana
• Communication tools like email, phone, and video conferencing software
• Budgeting and financial software, such as Excel or specialized event management software
• Marketing tools for designing promotional materials, such as Canva or Adobe Creative Suite

What do I need to become a conference planner?

There are several paths to becoming a conference planner, including:

• Bachelor's degree: Many employers prefer candidates with a degree in event management, hospitality, or a related field. A degree can provide you with the necessary knowledge and credentials to start your career.
• Certifications: Obtaining certifications in event planning can demonstrate your expertise and dedication to the field. Organizations like the International Live Events Association (ILEA) offer certification programs.
• Practical experience: Gaining hands-on experience through internships, volunteer work, or entry-level positions in event planning can help you develop the necessary skills and network within the industry.

What career paths are available?

There are various career paths available to conference planners, including:

• Event Manager: As you gain experience and expertise in conference planning, you can progress to the role of an event manager. In this role, you would oversee a team of planners and manage larger conferences and events.
• Director of Events: With extensive experience and leadership skills, you could advance to a director-level position, where you would be responsible for the strategic planning and execution of all events within an organization.
• Event Consultant: Some conference planners choose to become independent consultants, offering their expertise to clients on a freelance basis. This path allows for more flexibility and the opportunity to work on a variety of projects.

To start on these career paths, it is important to gain experience and develop a strong network within the event planning industry. Seek out opportunities for professional development and continually expand your knowledge and skills.

What jobs are similar to a conference planner? (Include those with transferable skills that a conference planner usually has)

• Event Coordinator: Similar to a conference planner, an event coordinator is responsible for planning and executing various types of events, including conferences, weddings, and trade shows.
• Wedding Planner: While focusing specifically on weddings, a wedding planner uses many of the same skills as a conference planner, such as coordinating logistics, managing budgets, and working with vendors.
• Marketing Manager: Event planning often involves marketing and promotion aspects. A marketing manager oversees various marketing initiatives for a company or organization, which can include planning and executing conferences and events as part of their strategy.