Meeting Planner Job Description [Updated for 2025]

In the fast-paced world of event planning, the importance of a competent meeting planner cannot be overstated.

As the landscape of business events evolves, the demand for skilled individuals who can design, manage and refine professional gatherings is growing.

But what does it really mean to be a meeting planner?

Whether you are:

• A job seeker trying to understand the requirements of this role,
• A hiring manager outlining the perfect candidate,
• Or simply fascinated by the dynamics of meeting planning,

You’ve come to the right place.

Today, we present a customizable Meeting Planner job description template, designed for effortless posting on job boards or career sites.

Let’s dive straight into it.

Meeting Planner Duties and Responsibilities

Meeting Planners are responsible for organizing and coordinating professional meetings and events, including conferences, seminars, and business meetings.

They manage all aspects of these events, from the conceptual stage through to the final hosting.

Meeting Planners have the following duties and responsibilities:

• Conduct initial meetings with clients to understand event objectives and needs
• Plan and organize all logistics for events, including venue, vendors, catering, and attendees
• Prepare event budgets and ensure adherence to set budgets
• Negotiate contracts with suppliers and vendors
• Coordinate transportation and accommodation for attendees if necessary
• Ensure all necessary equipment and technology needs are met for each event
• Manage and oversee event registrations, including collecting payments and issuing tickets or badges
• Create and implement contingency plans for potential issues or emergencies at events
• Perform post-event evaluations to assess the success of the event and identify areas for improvement in future events
• Stay updated on industry trends and maintain relationships with vendors and venues

 

Meeting Planner Job Description Template

Job Brief

We are looking for a detail-oriented and driven Meeting Planner to manage and coordinate all aspects of corporate meetings and events.

Meeting Planner responsibilities include identifying clients’ needs, securing locations, arranging catering and audio-visual equipment, ensuring compliance with health and safety regulations, and managing event schedules.

Our ideal candidates have excellent organizational skills, are able to manage multiple tasks simultaneously, and are experienced in negotiating contracts with suppliers and vendors.

Ultimately, the role of the Meeting Planner is to ensure all meetings and events are executed smoothly and meet the expectations of clients, participants, and stakeholders.

 

Responsibilities

• Conduct research and identify potential meeting venues and suppliers
• Negotiate contracts with vendors and suppliers
• Develop event budgets and monitor expenses
• Coordinate event logistics, including registration and attendee tracking, presentations, and materials
• Ensure compliance with insurance, legal, health, and safety obligations
• Manage event set-up, tear down, and follow-ups
• Establish relationships with vendors and participants
• Handle any arising issues and troubleshoot any emerging problems on the event day

 

Qualifications

• Proven experience as a Meeting Planner or Event Coordinator
• Solid organizational skills, including multitasking and time-management
• Strong client-service orientation
• Excellent negotiation skills
• Ability to work well under pressure and meet strict deadlines
• Excellent verbal and written communication skills
• Proficiency in MS Office applications
• Certified Meeting Professional (CMP) credential is a plus
• Bachelor’s degree in Hospitality Management, Public Relations, Marketing or relevant field is preferred

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Meeting Planner
• Work Environment: Office setting with regular travel to event locations. Some weekend and evening work may be required.
• Reporting Structure: Reports to the Director of Events or Marketing Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $50,000 minimum to $75,000 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 a Meeting Planner Do?

Meeting Planners, also known as Event Planners, are professionals responsible for coordinating and organizing meetings and events.

They work closely with clients to understand the purpose of the event, the desired audience size, and the client’s budget.

Meeting Planners handle all logistical details, such as selecting and booking the venue, arranging transportation and accommodation for attendees, organizing catering, and coordinating audio-visual equipment for presentations or performances.

They also collaborate with vendors, speakers, and participants to ensure that all elements of the meeting or event run smoothly.

Additionally, they may be responsible for marketing and promoting the event, designing the layout and decor, and managing registration and attendee check-in.

The Meeting Planner’s role extends to the day of the event, where they oversee activities, handle any issues that arise, and ensure the event meets the client’s expectations.

After the event, they often conduct surveys to gather feedback and assess the success of the event, making note of areas for improvement for future planning.

 

Meeting Planner Qualifications and Skills

A competent Meeting Planner should have the skills and qualifications that align with the job role, including:

• Exceptional organizational and time management skills to efficiently arrange meetings, manage schedules, and deliver events on time.
• Excellent interpersonal skills to interact effectively with clients, vendors, and team members to ensure a successful event.
• Strong negotiation skills to secure the best prices with vendors and suppliers, maximizing the value delivered to the client.
• Ability to multitask and handle pressure, as they would often work on multiple events simultaneously and solve any arising issues promptly.
• Attention to detail to ensure that all aspects of the event, including location, transportation, catering, and attendee needs, are adequately addressed.
• Proficiency with event planning software and technologies to streamline the planning process and manage event details more efficiently.
• Problem-solving skills to anticipate potential issues that could arise during the event and develop contingency plans to address them.
• Excellent communication skills to effectively discuss client needs and requests, present event ideas, and coordinate with team members and vendors.

 

Meeting Planner Experience Requirements

Entry-level Meeting Planners often have 1 to 2 years of experience, usually gained through internships or part-time roles in event planning or hospitality management.

These beginners can also gain valuable experience in related roles such as Event Coordinator, Administrative Assistant, or Project Manager.

Candidates with 2 to 5 years of experience have likely honed their organizational and communication skills in roles such as Event Planner, Marketing Coordinator, or Executive Assistant.

They may also have experience in budgeting, vendor management, and contract negotiation, all of which are critical skills for a successful Meeting Planner.

Those with more than 5 years of experience are likely to have a track record of planning and executing a variety of meetings and events, from small corporate gatherings to large-scale conventions.

They may have a solid foundation in risk management, logistics planning, and team management.

Their extensive experience makes them ideal candidates for leadership roles within the meeting planning industry.

In addition to job experience, Meeting Planners often possess a degree in hospitality, business, or a related field.

Some may also hold a Certified Meeting Professional (CMP) credential, which further demonstrates their expertise and commitment to the profession.

 

Meeting Planner Education and Training Requirements

Meeting Planners generally hold a bachelor’s degree in event management, hospitality, or a related field.

This degree equips them with the necessary knowledge in areas such as event planning, contract negotiation, marketing, and financial management, which are crucial for the role.

In addition to this, many Meeting Planners also undergo specialized training programs and workshops to gain practical experience in planning and coordinating events.

Certifications, like the Certified Meeting Professional (CMP) credential, are also highly regarded in this profession.

Obtaining this certification requires a combination of work experience, education, and passing an exam.

While not mandatory, having this certification, or similar ones, can increase a Meeting Planner’s job prospects and demonstrates a commitment to the profession.

Finally, hands-on experience in planning and coordinating events is often essential for this role.

This could be achieved through internships, part-time jobs, or volunteering at events.

Continuing education and staying updated with the latest trends in the event planning industry is beneficial for career progression.

 

Meeting Planner Salary Expectations

A Meeting Planner can expect to earn an average salary of $57,913 (USD) per year.

The actual earnings may fluctuate depending on factors such as experience, qualifications, the size and location of the company, and the complexity and frequency of the meetings planned.

 

Meeting Planner Job Description FAQs

What skills does a Meeting Planner need?

Meeting Planners need to be excellent communicators, with strong negotiation and problem-solving skills.

They need to be detail-oriented to ensure that all aspects of an event are taken into account, from budgeting to logistics.

The ability to multitask is also crucial, as is being able to work under pressure and meet tight deadlines.

 

Do Meeting Planners need a degree?

While a degree is not necessarily required, many Meeting Planners hold a bachelor’s degree in Event Management, Hospitality, or a related field.

Some employers prefer Meeting Planners who have earned a Certified Meeting Professional (CMP) credential, which requires a minimum level of professional experience and continuing education in the field.

 

What should you look for in a Meeting Planner resume?

When reviewing a Meeting Planner’s resume, look for evidence of strong organizational skills and experience managing large-scale events.

You will want to see a track record of successful event planning, budget management, and vendor relationships.

Certifications such as the CMP can also be a plus.

 

What qualities make a good Meeting Planner?

A good Meeting Planner is creative, able to come up with unique ideas for events that align with the organization’s goals.

They are also highly organized, able to keep track of multiple tasks at once and ensure that nothing is overlooked.

Strong communication and people skills are also essential, as they will need to coordinate with a variety of stakeholders, from vendors to attendees.

 

What are the daily duties of a Meeting Planner?

Meeting Planners spend their days coordinating all aspects of an event, from finding a venue to arranging for food and beverages, audiovisual equipment, and event signage.

They negotiate contracts with vendors, create and manage event budgets, and ensure that all details are in place for the day of the event.

They also may handle attendee registration and answer any questions attendees may have about the event.

 

Is it difficult to hire Meeting Planners?

Hiring a Meeting Planner can be a challenge if you are looking for someone with specific experience, such as in corporate events or large-scale conventions.

However, many professionals in the field are adaptable and able to apply their skills to a variety of event types.

Offering competitive pay and benefits, as well as a dynamic and creative work environment, can help attract top candidates.

 

Conclusion

And there you have it.

Today, we’ve unveiled the fascinating world of being a meeting planner.

Surprised?

It’s not just about organizing meetings.

It’s about creating memorable experiences, one event at a time.

Armed with our go-to meeting planner job description template and real-world examples, you’re ready to embark on your journey.

But why stop there?

Go beyond the surface with our job description generator. It’s your key to curating precise job listings or refining your resume to perfection.

Remember:

Every meeting planned is a step towards a more productive future.

Let’s shape that future. Together.

How to Become a Meeting Planner (Complete Guide)

The AI Employment Equation: Which Jobs Will It Solve?

The Income You Deserve: Remote Jobs with Salaries That May Surprise You!

Taking Risks for the Thrills: The Psychology Behind Dangerous Jobs

Dream Jobs Alert: Easy Roles Where You Can Earn Big