Conference and event planners (NOC 1226)

Conference and event planners plan, organize and coordinate conferences, conventions, meetings, seminars, exhibitions, trade shows, festivals and other events.

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Event planner

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Conference and event planners perform some or all of the following duties:

• meet with trade and professional associations and other groups to promote and discuss conference, convention and trade show services
• meet with sponsors and organizing committees to plan the scope and concept of events, to establish and monitor budgets and to review administrative procedures and progress of events
• coordinate services for events, such as accommodation and transportation for participants
• ensure the conference centre or other facility can meet needs for catering, signage, displays, translation, special-needs requirements, audio-visual equipment, printing and security
• plan entertainment and social gatherings for participants
• organize registration of participants, prepare programs and promotional material, and publicize events
• hire, train and supervise support staff required for events
• ensure events run smoothly and trouble-shoot any problems that may arise
• ensure compliance with required by-laws
• negotiate contracts for services, approve suppliers' invoices, maintain financial records, review final billing submitted to clients for events, and prepare reports

Planners may work from an office; however, much of the work is performed on-site at hotels, convention centres or other event locations. Planners may also visit suppliers of conference materials (such as audio-visual gear).

Weekend and evening work is common and planners often work long hours prior to and during events. Work in this field can be seasonal for festival planners, whose events tend to be concentrated in the summer months.

Planners are increasingly using event planning software, performing duties through tools such as webinars, virtual conferences and podcasts, and using the Internet to access information and must be able to adapt to new technologies that may be used in their day to day work.

The majority of job openings in this occupational group are expected to come from retirements.

British Columbia has become increasingly popular as a tourist destination, both domestically and internationally. This will improve demand for workers in this occupation, as the desirability to use sites within B.C. increases. New conference facilities (i.e. the Vancouver Convention Centre) are also increasing the capacity of the province to host large events. As well, the business services sector is also growing as more companies and organizations contract experts for specific tasks, such as meeting and conference planning.

Industry sources report that demand for workers in this occupation is linked to the general economy, and that increased demand may be in response to more positive economic conditions. As well, on a smaller scale, it is reported that new trends in the use of on-line meetings may affect smaller meetings and conferences by reducing the need for planners.

Competition for employment in this field will likely be strong due to the desirable nature of this work.