Event and Conference Planner Job Description [Updated for 2025]

In the bustling world of events, the role of Event and Conference Planners has never been more crucial.

As the pace of business accelerates, the demand for skilled professionals who can seamlessly orchestrate and manage our physical and virtual gatherings grows ever louder.

But let’s dissect this further: What is truly expected from an Event and Conference Planner?

Whether you are:

• A job seeker attempting to grasp the core of this role,
• A hiring manager outlining the perfect candidate,
• Or simply fascinated by the intricacies of event and conference planning,

You’re in the right place.

Today, we roll out a customizable Event and Conference Planner job description template, tailored for effortless posting on job boards or career sites.

Let’s delve right into it.

Event and Conference Planner Duties and Responsibilities

Event and Conference Planners coordinate every detail of meetings and conventions, from the speakers and meeting location to arranging for printed materials and audio-visual equipment.

Their primary responsibilities and daily duties include:

• Conducting research, making site visits, and finding resources to help staff make decisions about event possibilities
• Creating and revising room layouts for each event
• Propose new ideas to improve the event planning and implementation process
• Serving as liaison with vendors on event-related matters
• Assisting with managing on-site production and clean up for events as necessary
• Preparing budgets and provide periodic progress reports to staff directors for each event project
• Coordinating with marketing and PR to promote and publicize events
• Proactively handling any arising issues and troubleshooting any emerging problems on the event day
• Coordinating and monitor event timelines and ensure deadlines are met
• Initiating, coordinating and/or participating in all efforts to publicize events

 

Event and Conference Planner Job Description Template

Job Brief

We are looking for an experienced Event and Conference Planner to manage a variety of events from conception through to completion.

The Event and Conference Planner will be responsible for the successful planning and coordination of corporate meetings, trade shows, conventions, webinars, and other special events.

Our ideal candidate is an organized professional with outstanding multi-tasking abilities.

The goal is to organize unforgettable events that will ensure the entertainment of participants and facilitate the completion of business objectives.

 

Responsibilities

• Identify the client’s requirements and expectations for each event.
• Coordinate event logistics, including registration and attendee tracking, presentation and materials support and pre- and post-event evaluations.
• Develop event project plans including timelines, venues, vendors, staffing and budgets.
• Negotiate contracts with vendors to ensure lowest cost and highest quality of service.
• Manage all event operations (preparing venue, invitations etc).
• Do final checks at the day of the event to ensure everything meets standards.
• Oversee event happenings and act quickly to resolve problems.
• Evaluate event’s success and submit reports.

 

Qualifications

• Proven experience as an Event and Conference Planner
• Excellent time management and communication skills
• Ability to manage multiple projects independently
• Proficient in MS Office and event management software
• Strong vendor management skills
• Able to handle stress and remain calm
• Problem-solving ability
• Degree in hospitality management, public relations or relevant field is preferred

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Flexible schedule
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Event and Conference Planner
• Work Environment: This role is primarily office-based, but will also require travel to event locations.
• Reporting Structure: Reports to the Head of Events or Event Planning Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $50,000 minimum to $80,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does an Event and Conference Planner Do?

Event and Conference Planners work for a variety of organizations, corporations, or as independent contractors.

They are responsible for the planning, coordination, and successful execution of events and conferences.

They meet with clients to understand the purpose of the event or conference and then establish the details including the time, location, program, and budget.

Event and Conference Planners are also responsible for negotiating contracts with vendors and suppliers and coordinating various services such as accommodation and transportation for the participants, food service, and security.

During the event or conference, they monitor activities to ensure that the clients and the attendees are satisfied.

They also handle any crisis that may occur and make sure that the schedule is being followed.

Post-event tasks include reviewing bills and approving payment, evaluating the event’s success and submitting reports.

Their role involves a high level of creativity and attention to detail, along with the ability to multitask and solve problems efficiently.

 

Event and Conference Planner Qualifications and Skills

An efficient Event and Conference Planner must have a range of skills and qualifications suitable to the demands of the role, such as:

• Superior organizational skills to manage all aspects of events and conferences, including venue selection, catering, transportation, and attendee registration
• Strong communication skills to interact effectively with clients, staff, and vendors, and to clearly convey event details and requirements
• Project management abilities to oversee multiple tasks and ensure that all elements of the event are delivered on time and within budget
• Detail-oriented mindset to ensure all aspects of the event, from the broad vision to the smallest detail, are thoroughly planned and executed
• Negotiation skills to secure the best prices from vendors and service providers, and to ensure that all services meet the required standards
• Problem-solving abilities to quickly and effectively address issues that may arise before or during the event
• Experience with event planning software and tools to streamline planning processes and increase efficiency
• Customer service skills to ensure client satisfaction, manage client expectations, and build ongoing relationships for repeat business

 

Event and Conference Planner Experience Requirements

Event and Conference Planners often gain their initial experience through internships, volunteer roles, or part-time positions in event planning, hospitality, or related fields.

Entry-level candidates typically have 1 to 2 years of experience in these roles, which provide them with the opportunity to learn about event logistics, vendor management, and customer service.

Candidates with 3 to 5 years of experience often start as event coordinators or assistants and gradually take on more responsibilities, building up their skills in areas such as budgeting, contract negotiation, and event promotion.

Those with over 5 years of experience generally have a significant track record of planning and executing successful events and conferences.

These professionals have likely managed high-stakes events, supervised teams, and have cultivated strong relationships with vendors and clients.

They may be prepared for senior roles or leadership positions within an organization.

Furthermore, some roles may require specialized experience in specific types of events, like corporate conferences or weddings, or proficiency in event management software.

Professional certification in event management can also be a valuable asset.

 

Event and Conference Planner Education and Training Requirements

Event and Conference Planners typically have a bachelor’s degree in event management, hospitality, marketing, public relations, or a related field.

Their education often includes courses in strategic planning, meeting and event design, site selection, contracts and agreements, marketing, and business.

Many programs also require students to complete internships in the field to gain practical experience.

While not always required, obtaining a Certified Meeting Professional (CMP) or Certified Professional in Catering and Events (CPCE) designation can be advantageous and demonstrate a professional commitment to the industry.

These certifications require a combination of work experience and successful completion of an examination.

In addition to formal education and certifications, Event and Conference Planners need strong organizational, multitasking, and problem-solving skills.

They also need excellent communication and networking abilities as they often work with various vendors and clients.

To keep up with industry trends and learn about new technologies, Event and Conference Planners often participate in professional development workshops and seminars.

 

Event and Conference Planner Salary Expectations

The average salary for an Event and Conference Planner is $50,600 (USD) per year.

However, this can fluctuate based on experience, location, and the size of the events they are planning.

Event planners working for large corporations or planning high-profile events can expect to earn significantly more.

 

Event and Conference Planner Job Description FAQs

What skills does an Event and Conference Planner need?

Event and Conference Planners should have outstanding organizational and multitasking skills as they often work on several aspects of an event at once.

They should also have strong communication and interpersonal skills to understand their clients’ needs and collaborate effectively with vendors.

Additionally, they need problem-solving skills to handle any issues that may arise during the planning process or at the event itself.

 

Do Event and Conference Planners need a degree?

Although a degree in event management or a related field can be beneficial, it is not strictly necessary to become an Event and Conference Planner.

Many successful planners start their careers with a high school diploma and gain experience and skills on the job.

However, some roles may require a degree or relevant certifications, particularly for high-level corporate events or conferences.

 

What should you look for in an Event and Conference Planner resume?

Experience is key when looking at an Event and Conference Planner’s resume.

Look for a proven track record of successfully planned and executed events or conferences.

Also, pay attention to the types of events they have planned, their roles in the planning process, and any notable achievements.

Additionally, look for skills such as project management, budgeting, negotiation, and communication.

 

What qualities make a good Event and Conference Planner?

A good Event and Conference Planner is detail-oriented and able to manage multiple tasks at once without losing sight of the big picture.

They should have excellent communication skills, enabling them to understand client needs and coordinate effectively with vendors.

They should also be creative, flexible, and able to think on their feet to solve any issues that may arise during the planning process or at the event itself.

 

Is it difficult to hire an Event and Conference Planner?

Hiring an Event and Conference Planner can be challenging due to the specificity of the role and the diverse set of skills required.

It is essential to look for candidates with the right mix of experience, skills, and personality traits that align with your company’s needs and values.

Offering competitive compensation and providing opportunities for career growth can help attract top talent in this field.

 

Conclusion

There you have it.

Today, we’ve unveiled the true essence of being an event and conference planner.

Surprised?

It’s not just about organizing events.

It’s about orchestrating unforgettable experiences, one detail at a time.

With our essential event and conference planner job description template and real-world examples, you’re ready to step up your game.

But don’t stop here.

Explore more with our job description generator. It’s your key to crafting meticulous job listings or refining your resume to perfection.

Remember:

Every event detail contributes to the grand vision.

Let’s create those memorable experiences. Together.

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