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HelpTHEY DO WHAT? WHAT MOM NEVER TOLD YOU ABOUT MEETING PLANNERS
Guest post via Andrew of Plan An Event Blog
I’ve worked with many meeting planners. And many different personality types. There have been some
planners who I’ve thoroughly enjoyed working with and others… well let’s just say I was very happy
when the program ended.
I’ve found that there are certain types of meeting planners who can handle the job stress and then there are those who seem to snap under the slightest pressure. But I have to say that, overall, I have tremendous amount of respect for job that a meeting planner does.
A MEETING PLANNER NEEDS A DIVERSE SET OF SKILLS
Looking at all of the tasks involved with planning and executing a meeting or event is enough to make one’s head spin. An experienced meeting planner once told me that if a planner is doing his or her job
correctly then the group will probably never even see him or her.
A meeting planner’s job can be a thankless one and, at the same time, extremely rewarding. To say that the job of a meeting planner takes an extraordinary person is an understatement.
Here’s just a sampling of the various tasks/duties involved with planning a meeting or event:
Planning There’s a tremendous amount of planning required when orchestrating a meeting, conference or event. Every single detail needs to be thought of and organized in advance.
Budgeting If you’re not good at math, then meeting planning might not be for you. Budgets are crucial for establishing the meeting’s overall cost. And it’s not simply establishing a budget at the initial planning stage. Budgets also need to be trimmed, cut and reworked. Time and time again…
Negotiating Skills Good meeting planners know how to get the most out of their suppliers and keep them motivated at the same time. A meeting planner needs to know how to read contracts, understanding where cuts can be made without affecting the program. Knowing how to negotiate, properly, with suppliers is crucial for establishing a good upfront working relationship. If the meeting planner comes across as too cocky or demanding in the negotiating stages, it could have a ripple effect towards his or her overall supplier(s) relationship.
Organizing and Implementing Once all of the meeting’s components have been determined the organizing and implementing begins. Keeping on top of contract attrition clauses and finalizing details with suppliers start well ahead of the meeting’s dates.
Marketing Often a meeting planner is charged with promoting the event. That’s why it’s important to know what attracts attendees or delegates to the meeting or event. Oh, and planners also have to know their way around the various social media accounts as well. Event marketing is KEY.
Technology I’m often asked whether or not people in our industry embrace technology. My answer is always a resounding yes. You see, meeting planners are always on the lookout for the latest and greatest technology to help plan and execute their program. They must utilize technology to assist them with; project and team management, delegate registration and check-in, managing and communicating with delegates.
A meeting planner wears many hats. Just which hat is being worn depends on which stage he or she is at
with the program. You’ll develop a tremendous amount of respect once you realize exactly what it is
that a meeting planner does.
Author Bio: Andrew is an entrepreneur who is respected for his financial acumen and ability to lead and manage business growth. With over 15 years of experience in hotel operations, Andrew has held several senior managerial positions, including Senior Operations Manager with Canada’s largest hotel, Toronto’s Delta Chelsea Inn.
Andrew’s financial acumen and ability to develop and enhance the company’s business strategy helped propel WTTC.com, one of the first, and largest, independent online resources in North America for the events, meetings and conventions industry.
Andrew is a co-owner of PlanAnEvent.org, a leading online resource for the meeting and event planning community.
Meeting planners need to implement efficient and effective strategies for their events, too.
Take a look at how some of these professionals are using eventtech for printed name badges and more at their events:
