Job Description for a Conference Organizer

A conference organizer oversees the various components involved in meetings and conventions.

A conference organizer is responsible for coordinating the logistics involved in putting together meetings and conventions of all sizes. Duties may include securing speakers, overseeing the production of printed materials and audio-visual presentations, coordinating hotel rooms and food and beverage, and managing the agenda.

Choosing a Location

A conference organizer is typically responsible for determining the conference location, although this responsibility may be shared with a board of directors or executive staff. The meeting location is important, as it consumes a large percentage of the conference budget, which the organizer oversees. Location may be based on transportation needs, hotel space, recreation and dining opportunities.

Logistical Concerns

Planning a meeting demands an efficient management of logistical concerns. Whether the conference organizer uses outside vendors to oversee these details or manages them personally, this position usually involves ensuring that hotel rooms, food and beverage and transportation (air and ground) are budgeted and scheduled. During the conference, the conference organizer manages the meeting space in terms of seating, speakers, audio-visual services, exhibits and more.

RFP

The RFP, or request for proposal, helps the conference organizer secure bids from outside vendors, ranging from hotels and convention bureaus to dining services and transportation companies, among others. RFPs provide a clear comparison among vendors and allow the conference organizer to make a budget-minded decision that works best for the meeting or event.

The Meeting Budget

Budgets for meetings and conferences are generally set before planning begins. By having a budget in place, the conference organizer is better prepared to seek services and products that align with the organization's or company's finances. If a conference organizer has a well-written budget, he is better prepared to negotiate for hotel rooms, exhibit space and food and beverage.

Companies and Organizations

A variety of organizations hire and contract with conference organizers to plan their events. Conference organizers may be in-house employees who work in the marketing or public relations departments, or they may be part of a full-service events department. Non-profit groups, government agencies, colleges and universities, as well as large corporations, rely on conference organizers to oversee their events, whether they are small board meetings or large conventions and exhibitions.

Education Requirements and Income Range

A bachelor's degree is not always required of prospective conference organizers, but it is preferred. Degrees that are helpful in this field include business, marketing and public relations. An organizer's relevant experience often is accepted in the place of a college degree. Conference organizers earn an annual salary ranging from $34,000 to $57,000, depending on job experience and the industry the organizer serves. The Convention Industry Council offers the CMP (certified meeting professional) designation, which is awarded following successful completion of the CMP program. The CMP is an industry standard that is widely recognized and offers further validation of the job candidate's experience and knowledge.

References

• U.S. Department of Labor