Description
Plan and coordinate all aspects of meetings, including requirements gathering, budgeting, vendor management, logistics, on-site execution, and post-meeting evaluation to meet stakeholder objectives.
- • Consult with stakeholders to define meeting objectives, audience, format, and requirements.
- • Develop meeting agendas, budgets, timelines, and project plans.
- • Select and secure venues that meet space, location, and policy requirements.
- • Coordinate services: AV, catering, lodging, transportation, signage, accessibility, printing, and security.
- • Arrange speaker, facilitator, and entertainment bookings.
- • Negotiate contracts and pricing with hotels, venues, and vendors.
- • Inspect meeting spaces and setups to ensure specifications and safety standards.
- • Manage attendee registration, communications, and check-in.
- • Create rooming lists, travel manifests, and ground schedules as needed.
- • Build and manage detailed run-of-show and on-site staffing plans.
- • Monitor meeting activities for compliance, guest satisfaction, and rapid issue resolution.
- • Review and approve invoices; track spend against budget.
- • Maintain records, contracts, and financials; prepare reports and post-meeting analytics.
- • Conduct post-meeting evaluations and capture lessons learned.
- • Meet regularly with sponsors, committees, or internal clients to review scope, budget, and progress.
- • Oversee logistics, timelines, promotional materials, and responses to inquiries.
- • Evaluate and select suppliers based on quality, value, and service levels.
- • Secure permits, insurance, and compliance documents for food service, signage, or special activities.
- • Train, brief, and supervise volunteers and support staff on roles and service standards.
- • Stay current on meeting technology, tools, and industry trends.
- • Develop contingency plans and manage risks, including health and safety protocols.
Related specializations
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Related Pathways
Hospitality, Events & Tourism
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Source
Tasks & skills:
O*NET occupational data (work activities, skills, knowledge).
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Sources & Standards:
This site includes information from O*NET by the U.S. Department of Labor, Employment and Training Administration (USDOL/ETA), used under the CC BY 4.0 license. Career Clutch has modified some of this information for student readability. USDOL/ETA has not approved, endorsed, or tested these modifications. O*NET® is a trademark of USDOL/ETA.
Last reviewed: Jan 2026
