Conference Manager Job Description

Conference managers create lists to keep track of tasks they need to accomplish.

Organizing a conference, whether small or large, requires months, and sometimes years, of planning. From securing a venue to promoting the event, there's a lot to prepare to ensure that the conference runs smoothly and serves its purpose for attendees, vendors and sponsors. Conference managers are equipped with knowledge and skills needed to plan, execute and manage conferences efficiently and effectively.

Finding a Venue

Finding a venue large enough to hold conference attendees requires visiting various potential venues to determine their layout specifications, their locations, costs and reservation policies. Conference managers find an ideal venue, based on the organizers specifications, and help figure out logistics, including the setup and how attendees will travel from the registration area, to the welcome area and then to their break-out sessions. They develop charts that list vendor locations, food and drink areas, podium placement, sponsorship banner placement and ideal areas for decoration.

Contract Negotiation

Conference managers work with caterers, venues and other vendors to determine the cost to produce a conference. They work within their budget guidelines to produce a quality event for attendees, vendors and other participants. They negotiate contracts to get the best price and terms. They ensure that documents are signed and returned, and checks are cut for expenses.

Vendor and Supplier Management

Conference managers oversee the delivery of food from the caterers on the day of the event and direct them to the food area to set up their equipment. They also arrange for audiovisual equipment, such as the laptops, projector screens and microphones that guest speakers, workshop leaders and vendors may need.

Print and Web Communciations

Conference managers work with copywriters, graphic designers and webmasters to track their progress as they create print and Web communications that need to be used before, during and after the conference. From invitations and brochures, to event directories and signage, they take care in ensuring that the publications are printed properly. After the materials are printed, conference managers ensure they are delivered to the appropriate persons in a timely manner.

Arrange Supplies and Equipment

Speakers, vendors and workshop leaders contact the conference manager and her staff directly to advise on any supplies and equipment they need for the day of the event. The conference manager coordinates all needs and follows up if demands cannot be met for some reason.

On the day of the event, a conference manager reviews the site to ensure that all supplies and equipment are in place and working properly. If additional requests are made, they work with the conference staff to make last-minute arrangements.

Guest Registration and Check-In

Before the event, conference managers develop a procedure for checking attendees in as they arrive. If necessary, they station their staff members at the conference entrance with a list of guests and ample supplies of bags, programs or other event items that are to be distributed to guests upon arrival.

Compile Event Evaluations

During the conference, attendees are given evaluations to fill out and submit detailing their experience. These evaluations provide valuable feedback to the hosting company and the conference manager.

After all evaluations have been received, conference managers compile the results and create a report they send to the hosting company for review.

References

• Education Portal: Executive Meeting Manager Job Description and Requirements
• Bureau of Labor Statistics: Meeting and Convention Planners
• HR Management: Assistant Conference Manager

Resources

• Survey Share: Conference Evaluation Questions -- Attendees Survey Template
• Keynote Resource: Corporate Event Planning