Convention coordinators plan organize and coordinate meetings, conferences, conventions, seminars, exhibits and trade shows. They work in convention centres and hotels or for associations or corporations that stage a large number of events. Others operate their own companies, either coordinating parts of a program or the entire event.
As a convention coordinator, you are not limited to booking facilities and choosing menus. You are responsible for tasks such as handling inquiries, finances, mailings and promotional material. You have to ensure that audio-visual equipment, transportation, translation services or displays are also available as needed. In addition, an important part of the job is to develop and stick to a strict budget.
Speakers and participants need to be looked after. Often you are also in charge of the social schedule or programs for spouses and children. On the day of the event, you inspect the facilities and ensure that everything from registration to the closing session runs smoothly. You must be ready to provide participants with any information they need and deal with any problems that may arise.
Full-time convention coordinators are paid a salary but those working on their own as consultants are paid on a fee-for-service basis. Language requirements depend on the area and the organization.
You will do well in this occupation if you have a head for details and are a natural organizer. You should enjoy making complex arrangements and should be able to keep track of several things at once. This is especially important if you are working on several events at the same time.
You must enjoy dealing with people and should have the negotiating skills to deal effectively with hotels, caterers, transport firms and badge makers. To be really successful, you should build up your own network of suppliers on whom you can always depend. Interpersonal skills are essentials when working both on- and off-site. You must remain calm and collected in order to resolve many crises, emergencies and unexpected problems that inevitably arise during any convention.
Organizing and planning for all the components of a successful event take a lot of time. Typically, you must work long hours when preparing for the event and then even longer hours during the event itself. To do well, you must be a self-starter who thrives on working under little or no supervision. You should also be able to handle pressure.