Conference Coordinator

Organize registration of event participants.

Coordinate services for events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing and event security.

Review event bills for accuracy and approve payment.

Obtain permits from fire and health departments to erect displays and exhibits and serve food at events.

Design and implement efforts to publicize events and promote sponsorships.

Conduct post-event evaluations to determine how future events could be improved.

Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise.

Read trade publications, attend seminars, and consult with other meeting professionals to keep abreast of meeting management standards and trends.

Develop event topics and choose featured speakers.

Consult with customers to determine objectives and requirements for events, such as meetings, conferences, and conventions.

Confer with staff at a chosen event site to coordinate details.

Promote conference, convention and trades show services by performing tasks such as meeting with professional and trade associations, and producing brochures and other publications.

Arrange the availability of audio-visual equipment, transportation, displays, and other event needs.

Maintain records of event aspects, including financial details.

Direct administrative details, such as financial operations, dissemination of promotional materials, and responses to inquiries.

Meet with sponsors and organizing committees to plan scope and format of events, to establish and monitor budgets, or to review administrative procedures and event progress.

Inspect event facilities to ensure that they conform to customer requirements.

Negotiate contracts with such service providers and suppliers as hotels, convention centers, and speakers.

Evaluate and select providers of services according to customer requirements.

Plan and develop programs, agendas, budgets, and services according to customer requirements.

Hire, train, and supervise volunteers and support staff required for events.