| Services We Provide to your organization as a Professional Meeting Planner |
The first step in planning a meeting or convention is determining the purpose, message, or
impression that the sponsoring organization wants to communicate. Planners increasingly focus
on how meetings affect the goals of their organizations; for example, they may survey prospective
attendees to find out what motivates them and how they learn best. We then choose speakers,
entertainment, and content, and arrange the program to present the organization’s information in
the most effective way.
CEO Meetings and Conferences will search for prospective meeting sites, which may be hotels,
convention centers, or conference centers. They issue requests for proposals to all the sites in
which they are interested. These requests state the meeting dates and outline the planners’
needs for the meeting or convention, including meeting and exhibit space, lodging, food and
beverages, telecommunications, audio-visual requirements, transportation, and any other
necessities. The establishments respond with proposals describing what space and services
they can supply, and at what prices. Meeting and convention planners review these proposals and
either make recommendations to top management or choose the site themselves.
Once the location is selected, meeting and convention planners arrange support services,
coordinate with the facility, prepare the site staff for the meeting, and set up all forms of electronic
communication needed for the meeting or convention, such as e-mail, voice mail, video, and
online communication.
Meeting logistics, the management of the details of meetings and conventions, such as labor and
materials, is another major component of our job.We will register attendees and issue name
badges, coordinate lodging reservations, and arrange transportation. We make sure that all
necessary supplies are ordered and transported to the meeting site is on time, that meeting
rooms are equipped with sufficient lighting,seating and audio-visual equipment, that all exhibits
and booths are set up properly, and that all materials are printed. They also make sure that the
meeting adheres to fire and labor regulations and oversee food and beverage distribution.
There also is a financial management component of the work.We negotiate contracts with facilities
and suppliers. These contracts, which have become increasingly complex, are often drawn up
more than a year in advance of the meeting or convention. Contracts may include clauses
requiring the planner to book a certain number of rooms for meeting attendees and imposing
penalties if the rooms are not filled. Therefore, it is important that the planner closely estimate how
many people will attend the meeting based on previous meeting attendance and current
circumstances .Wealso oversee the finances of meetings and conventions. They are given overall
budgets by their organizations and must create a detailed budget, forecasting what each aspect of
the event will cost. Additionally, in some cases we oversee meetings that contribute significantly to
their organization’s operating budget and must ensure that the event meets income goals.
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