In Summary - Conference & Banqueting/ Event Co-ordinator
Conference & Banqueting/ Event Co-ordinators typically work in the following Career Sectors:
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The Work - Conference & Banqueting/ Event Co-ordinator
Conferences and exhibitions are different types of event, but the skills needed to organise them have some similarities.
Organising trade exhibitions is an expanding function within marketing. Exhibition organisers handle every aspect of planning, organisation and advertising. They arrange for the production of promotional literature to attract exhibitors and visitors. They sell exhibition space and ensure that facilities meet all requirements. This involves them in negotiations with venue managers, stand designers and caterers.
Conference organisers are also involved in a lot of planning, co-ordinating and negotiating activities. This includes finding and booking suitable venues, organising invitations, arranging accommodation and catering facilities and obtaining any technical equipment delegates may require. They may also be responsible for arranging social activities.
In addition to planning conferences/exhibitions, organisers have to ensure that events run smoothly and budgets are adhered to. They have to be able to think and act quickly if problems arise or someone makes an unexpected request. Sometimes it may be necessary to organise and co-ordinate more than one event at a time. Some organisers specialise in organising certain types of event after gaining experience.
Most commonly reported Work Tasks
- Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise.
- Confer with staff at a chosen event site to coordinate details.
- Inspect event facilities to ensure that they conform to customer requirements.
- Coordinate services for events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing and event security.
- Consult with customers to determine objectives and requirements for events such as meetings, conferences, and conventions.
- 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.
- Review event bills for accuracy, and approve payment.
- Evaluate and select providers of services according to customer requirements.
- Arrange the availability of audio-visual equipment, transportation, displays, and other event needs.
- Plan and develop programs, agendas, budgets, and services according to customer requirements.
Most commonly reported Work Activities
- Communicating with Supervisors, Peers, or Subordinates Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
- Communicating with Persons Outside Organization Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
- Establishing and Maintaining Interpersonal Relationships Developing constructive and cooperative working relationships with others, and maintaining them over time.
- Getting Information Observing, receiving, and otherwise obtaining information from all relevant sources.
- Interacting With Computers Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
- Organizing, Planning, and Prioritizing Work Developing specific goals and plans to prioritize, organize, and accomplish your work.
- Performing for or Working Directly with the Public Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.
- Thinking Creatively Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.
- Estimating the Quantifiable Characteristics of Products, Events, or Information Estimating sizes, distances, and quantities; or determining time, costs, resources, or materials needed to perform a work activity.
- Identifying Objects, Actions, and Events Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
Interests - Conference & Banqueting/ Event Co-ordinator
This occupation is typically suited for people with the following Career Interests:
Enterprising people like situations that involve using resources for personal or corporate economic gain. Such people may have an opportunistic frame of mind, and are drawn to commerce, trade and making deals. Some pursue sales and marketing occupations. Many will eventually end up owning their own business, or in management roles in larger organisations. They tend to be very goal-oriented and work best when focused on a target. Some have an entrepreneurial inclination.
Administrative people are interested in work that offers security and a sense of being part of a larger process. They may be at their most productive under supervisors who give clear guidelines and while performing routine tasks in a methodical and reliable way.
They tend to enjoy clerical and most forms of office work, where they perform essential administrative duties. They often form the backbone of large and small organisations alike. They may enjoy being in charge of office filing systems, and using computers and other office equipment to keep things running smoothly. They usually like routine work hours and prefer comfortable indoor workplaces.
The Social person's interests focus on interacting with the people in their environment. In all cases, the Social person enjoys the personal contact with other people in preference to the impersonal dealings with things, data and ideas found in other groups.
Many will seek out positions where there is direct contact with the public in some advisory role, whether a receptionist or a counsellor. Social people are motivated by an interest in different types of people and like diversity in their work environments. Many are drawn towards careers in the caring professions and social welfare area, whilst others prefer teaching and other 'informing' roles.
To be a conference/exhibition organiser, you must be outgoing, tactful, calm, well organised and a good communicator. Good writing and numeric skills and the ability to work well within a team are also important. A conference/exhibition organiser should be able to liaise with people at all levels from clients to contractors and should have good attention to detail.
A full clean driving licence may be required.
Entry Requirements - Conference & Banqueting/ Event Co-ordinator
Pay & Salary - Conference & Banqueting/ Event Co-ordinator
Salary Range (thousands per year)* 25k - 50k
Last Updated: May, 2019
* The lower figures typically reflect starting salaries. Higher salaries are awarded to those with greater experience and responsibility. Positions in Dublin sometimes command higher salaries.