Job description for an event planner:
Event planning process:
• Determine purpose of the meeting.
• Prepare a project plan.
• Obtain historical information related to event.
• Prepare program outlines (topics, content, and speakers).
• Design program details to meet needs of participants.
• Identify criteria for evaluation of the meeting.
• Understand technology requirements.
Facilities and services:
• Determine geographical location.
• Determine venue.
• Identify services required.
• Order technology requirements.
• Plan agendas for site inspection.
• Conduct a pre-event briefing with suppliers and facility providers.
Financial & contract management:
• Identify revenue resources and cost saving opportunities.
• Develop budget.
• Negotiate contracts.
• Ensure completion of payment.
• Manage budget, conduct request for proposal (RFP) process, and determine fees for participation.
Logistics:
• Establish invitation/ registration procedures.
• Assess risk management to determine operations’ needs.
• Determine exhibitor booth setup process.
• Secure transportations/ travel arrangements.
• Manage all food and beverages.
• Secure entertainment.
• Arrange media and PR activities for the event (speakers).
Always responsible for end-to-end management.
Management of supplier partners and internal support areas to ensure quality and timely delivery.
Could act in capacity of trip director.
Provide program/ event feedback to stakeholders.
Ensure continuous improvement of procedures and tools.
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