Conference Coordinator Duties

Conference coordinators (also known as event or meeting planners) coordinate events for institutions, businesses or organizations. Conference coordinators arrange all of the details of meetings, conventions, events and conferences such as the guest speakers, location, catering and schedules. According to the U.S. Bureau of Labor Statistics, the median annual salary of conference coordinators was about $44,000 in 2006, with the highest earners making more than $74,000 and the lowest earners making around $27,000 per year.

Choose Dates and Theme and Develop Schedule

Conference coordinators have to work with sponsors to develop a theme, schedule the dates of the conference and determine the goals of the event. Once the goals are established, conference coordinators develop a schedule of speakers, meetings and activities that meet the determined purpose.

Arrange Meeting Space, Inspections and AV Equipment

After the dates of the conference are determined, the planner establishes the location of the event, developing a floor plan specifying where each part will take place. The planner also arranges the necessary equipment, such as audiovisual equipment, which may involve hiring laborers to develop physical aspects of the space, and working with rental companies to secure chairs, tables and other items.

Plan Vendors, Catering and Concessions

Conference coordinators also have to make contact with and advertise spaces for vendors, contract with concessions companies, and plan food and drinks for the event if necessary. They must also choose conference giveaways and promotional items and arrange to have them produced and delivered to the event.

Establish Budget and Billing

Conference coordinators must establish the budget of the event, planning the monetary needs of the conference and communicating them with the executives in charge. They must determine the financial aspects, including the cost of tickets or fees. Coordinators must also determine how, when and where tickets will be sold and calculate the number of attendees based on formulas they develop.

Communicate Event

Meeting planners also coordinate communications for the the event. They may have to arrange for the production of billboards, mailings, radio, television and print advertisements, develop or arrange web communications and create signage for the days of the event.

Develop Materials for Event

Once the event's schedule, food and floor plan are developed, the planner must develop materials for the event including brochures, banners and floor maps if necessary. Additionally, the planner must communicate with the speakers or presenters to determine their printing needs and arrange to have those completed.

Arrange Accommodations and Transportation

Conference coordinators must arrange the transportation and accommodations of out-of-town speakers. Parking spaces may have to be secured and permits issued. Additionally, coordinators may negotiate special hotel rates for attendees.