convention and special events planner

Overview

Languages

English

Education

• Secondary (high) school graduation certificate
• or equivalent experience

Experience

1 year to less than 2 years

Work setting

• Willing to relocate

Responsibilities

Tasks

• Develop risk management plans
• Promote conference and meeting services or special events
• Develop and monitor emergency security plans
• Inspect and select sites
• Develop marketing and communication plans
• Develop media strategies and public relations activities
• Recruit, hire and supervise staff and/or volunteers
• Prepare, present and manage budgets
• Develop financial procedures
• Develop sponsorship, partnership or fundraising programs
• Solicit event donors
• Review bids and negotiate costs
• Determine requirements for hospitality services, signage, multi-media equipment, printing and other technical services, and arrange for and manage contracts for these services
• Administer revenues and expenditures and assist in preparing financial reports
• Arrange for production or purchase of promotional products
• Arrange for shipping, receiving and storage
• Assist in budget preparation
• Assist in site selection and attend to related details
• Co-ordinate and monitor conference and meeting activities and attend to related details
• Co-ordinate media services
• Co-ordinate set-ups, staging, seating, parking, communication systems and other details for special events
• Confirm and co-ordinate speakers
• Implement registration systems
• Implement social programs, food and beverage, transportation, and other services
• Set up and monitor, or arrange for the setting up and monitoring of multi-media equipment
• Plan and arrange for accommodation and transportation services
• Plan and arrange for trade shows and exhibits
• Plan schedules, goals and objectives
• Develop registration systems and information materials
• Plan for required documentation and for pre- and post-distribution of documentation (itineraries, evaluations etc.)
• Research and design special events programs
• Plan for VIP arrangements
• Plan for translation and interpretation services
• Book facilities for office personnel
• Plan for traffic and crowd control and security
• Plan for social events and guest programs
• Develop policies and procedures and attend to other management responsibilities
• Prepare final financial and other reports
• Manage Event Logistics
• Plan and oversee Webinars
• Identify human resources requirements
• Develop and implement business plans

Supervision

• Working groups
• Staff in various areas of responsibility

Experience and specialization

Area of work experience

• Business
• Community service organization
• Conference and meeting planning companies
• Conference centres
• Convention centre
• Government department and/or agency
• Hotel, motel, resort
• Multi-purpose facilities
• Professional association or organization
• Resort
• Sports and entertainment facilities
• Tourism associations
• Trade associations
• University or college

Benefits

Health benefits

• Paramedical services coverage