meeting planner travel definition

Meeting Planner

Blog for meeting schedulers

Definition of a Meeting Planner

What is a meeting planner.

Traditionally, the meeting planner definition refers to an event planner who manages the planning and operation of major events such as trade shows, conventions, nonprofit gatherings and more. Work as a meeting planner begins months before the events, for the days the event occurs and for months following up with vendors and attendees on their experience. Conventions and conferences require the tremendous planning and execution skills of excellent meeting planners.

In the corporate world, the definition of a meeting planner may specify communication and logistics for planning business meetings, telephone calls and group conference calls. Finding times and places for group meetings can be quite challenging and that’s where Meeting Planner’s meeting scheduler provides great benefits.

What is the definition of a meeting planner?

Using Meeting Planner, you suggest times and places for your event and either share the invitation yourself or provide participants’ emails so that our service can deliver them for you. The service makes it easy for participants to share their availability so that you can choose the optimal time (and often, place) for the meeting.

If you’re a meeting planner coordinating the time of international participants, Meeting Planner manages the changes across timezones for you. Each participant sees the meeting invitation in their own timezone and language.

Just as a good meeting planner is competent in multiple languages, Meeting Planner offers 21 translations, from French to Chinese, Arabic to German, and many more.

Meeting Planner also provides access to convenient time zone planning tools. Find the best time across multiple time zones for your meeting. And, check what time it is in all the target cities.

Our goal is to be the definition of a meeting planner’s number one tool.

If you’re seeking a career as a meeting planner, learn more at the U.S. Bureau of Labor’s Occupational Outlook Handbook .

Smart Meetings

The Meeting Planner's Glossary

by Annie Tittiger

April 21, 2017

This industry runs on jargon, and since meeting planning requires everyone to work at a rapid click, it’s best to get acquainted with it yourself.

They’re a dime a dozen in this industry, but here are the most frequent ones you’ll come across.

CMP Certified Meeting Professional , a merit one receives from completing the Convention Industry Council’s certification program for professionals in the meeting, convention and exhibition industries. It’s considered the global “badge of excellence.”

CVB Convention and Visitors Bureau , a local organization that can help meeting planners conduct venue and vendor selection at no cost. A CVB publishes events calendars, news, and a directory of accommodations, for visitors, meeting planners and travel agents.

DMC Destination Management Company , a local company that has extensive knowledge about a specific destination and organizes the logistics of meetings and events in that specific location.

CSM Convention Services Manager , a venue’s (usually a hotel) point person for coordinating major events and conventions

DOS Director of Sales at a venue, usually who will be negotiating your contract with.

Fam. Trip Familiarization Trip , free or reduced-rate travel offered to meeting industry professionals to introduce them to an area, venues, attractions, vendors and suppliers.

F&B Food & Beverage ,  used when talking generally about providing, well food and beverages.

There is a lot of technical wording in contracts, most of which will be outlined in the contract, but there are a few important terms that you might want to negotiate before the contract is in hand.

Deposit A partial payment to secure a venue or service to be paid upfront; usually part of the larger sum of the venue; sometimes refundable, but read your agreement carefully.

Force Majeure Clause A clause in a venue or vendor contract that limits the liability of the venue or vendor should an unexpected or uncontrollable event occur, such as a natural disaster.

Guarantee The  confirmed number of meals or servings you will be paying for whether or not those resources are actually used at your event.  Venues typically require a 72-hour guarantee prior to the event.

Master Account An account set up with the venue to which authorized charges incurred by a group or planner can be charged.

Plus Plus (++) Reflect the level of tax and gratuities charged by a venue if not included in the price, always identified as a “++” on your orders.

Rider An amendment to a contract, such as a new guarantee or an amendment to the room block

Every event involves food and beverage, so brush up on your lingo.

Banquet Captain The lead person appointed by the venue and in charge of managing food service at an event.

Banquet Event Order (BEO) A detailed document provides to a venue instructions and a timeline for how the banquet, meeting, or event will be run; also called a Function Sheet or Event Order.

Covers The actual number of meals served, which may be higher or lower than the guarantee. Hopefully it’s right on the mark!

Host Bar Known more colloquially as the open bar, where the host or sponsor of an event picks up the bar tab and guests drink for free.

Minimum In reference to F&B, this is referring to the minimum catering revenue set by the venue. If the minimum is not met, say hello to additional charges, including once waived fees or eliminated complimentary accommodations.

Overset The number of meals or settings the venue will prepare over what you have guaranteed, which is usually 2% to 5% of your guarantee. Consider it hanger insurance.

Be the First to Know

Everything you need in one beautiful print and digital magazine

Related Posts

Mar 29, 2024

Japan Guide: Your Ultimate Know-Before-You-Go

Sustainability Tools for Easier Green Planning

Mar 27, 2024

Wellness Experience in Arizona: Embrace the Challenges

Subscribe to our newsletter.

Be in touch with the hottest topics around & the breaking news around the world.

• Create new account

Meeting or Convention Planner

Meeting, convention, and event planners arrange all aspects of events and professional gatherings. They arrange meeting locations, transportation, and other details.

Meeting, convention, and event planners typically do the following:

• Meet with clients to understand the purpose of the event
• Plan the scope of the event, including its time, location, and cost
• Solicit bids from venues and service providers
• Inspect venues to ensure that they meet the client’s requirements
• Coordinate event services such as rooms, transportation, and food
• Monitor event activities to ensure that the client and the attendees are satisfied
• Review event bills and approve payments

Meeting, convention, and event planners organize a variety of social and professional events, including weddings, educational conferences, and business conventions. They coordinate every detail of these events, including finances. Before planning a meeting, for example, planners meet with clients to estimate attendance and determine the meeting’s purpose. During the event, they handle logistics, such as registering guests and organizing audiovisual equipment. After the meeting, they make sure that all vendors are paid, and they may survey attendees to obtain feedback on the event.

Meeting, convention, and event planners search for potential meeting sites, such as hotels and convention centers. They consider the lodging and services that the facility can provide, how easy it will be for people to get there, and the attractions that the surrounding area has to offer.

Once a location is selected, planners arrange the meeting space and support services, such as catering and  interpreters . They negotiate contracts with suppliers and coordinate plans with the venue’s staff. They may also organize speakers, entertainment, and activities.

The following are examples of types of meeting, convention, and event planners:

Meeting planners  plan large meetings for organizations.  Healthcare meeting planners  specialize in organizing meetings and conferences for healthcare professionals.  Corporate planners  organize internal business meetings and meetings between businesses. These events may be in person or online and held either within corporate facilities or offsite to include more people.

Convention planners  plan conventions and conferences for organizations.  Association planners  organize annual conferences and trade shows for professional associations.  Convention service managers  work for hotels and convention centers. They act as liaisons between the meeting facility and the planners who work for associations, businesses, and governments. They present food service options to outside planners, coordinate special requests, and suggest hotel services that work within a planner’s budget.

Event planners  arrange the details of a variety of events.  Wedding planners  are the most well known, but event planners also coordinate celebrations such as anniversaries, reunions, and other large social events, as well as corporate events, including product launches, galas, and award ceremonies.   Nonprofit event planners  plan large events with the goal of raising donations for a charity or advocacy organization. Events may include banquets, charity races, and food drives.

Exhibition organizers  are responsible for all aspects of planning, promoting, and producing a display. They are also called exhibit managers, show managers, or show organizer.

Meeting, convention, and event planners held about 128,200 jobs in 2021. The largest employers of meeting, convention, and event planners were as follows:

Meeting, convention, and event planners spend time in their offices and at event locations, such as hotels and convention centers. They may travel regularly to attend the events they organize and to visit meeting sites.

The work of meeting, convention, and event planners can be fast paced and demanding. Planners oversee many aspects of an event at the same time and face numerous deadlines, and they may coordinate multiple meetings or events at the same time.

Work Schedules

Most meeting, convention, and event planners work full time, and many work more than 40 hours per week. They often work additional hours to finalize preparations as major events approach. During meetings or conventions, planners may work on weekends.

Meeting, convention, and event planners typically need a bachelor’s degree. Some experience related to event planning may be helpful.

Meeting, convention, and event planners typically need a bachelor’s degree. Although some colleges offer programs in meeting and event management, other common fields of degree include business, communications, and social science.

Planners who have studied meeting and event management or hospitality management may start out with greater responsibilities than do those from other academic disciplines. Some colleges offer continuing education courses in meeting and event planning.

Licenses, Certifications, and Registrations

A number of voluntary certifications are available for meeting and convention planners. Although not required, these certifications demonstrate specific knowledge or professional expertise.

The  Events Industry Council  offers the Certified Meeting Professional (CMP) credential, which is widely recognized in the industry and may help in career advancement. To qualify for the CMP, candidates’ applications must include proof of experience and education. Those who qualify must then pass an exam that covers topics such as strategic planning, financial and risk management, facility operations and services, and logistics.

The  Society of Government Meeting Professionals  offers the Certified Government Meeting Professional (CGMP) designation for meeting planners who work for, or contract with, federal, state, or local government. This certification is helpful for candidates who want to show that they know government purchasing policies and travel regulations. To qualify, candidates must have worked as a meeting planner for at least 1 year and have been a member of SGMP for 6 months. To become a certified planner, members must take a 3-day course and pass an exam.

The  International Association of Exhibitions and Events  offers the Certified in Exhibition Management (CEM) designation, which demonstrates meeting professional standards for exhibitions and events management. Candidates obtain this credential by completing nine courses.

Some organizations, including the  American Association of Certified Wedding Planners , offer certifications in wedding planning that may be helpful for attracting clients.

Other Experience

Meeting, convention, and event planners may benefit from having some experience in meeting and event planning. Working in a variety of positions at hotels, convention centers, and convention bureaus provides knowledge of how the hospitality industry operates. Other beneficial work experiences include coordinating university or volunteer events and shadowing professionals.

Meeting or convention planners typically have an interest in the Helping, Persuading and Organizing interest areas, according to the Holland Code framework. The Helping interest area indicates a focus on assisting, serving, counseling, or teaching other people. The Persuading interest area indicates a focus on influencing, motivating, and selling to other people. The Organizing interest area indicates a focus on working with information and processes to keep things arranged in orderly systems.

If you are not sure whether you have a Helping or Persuading or Organizing interest which might fit with a career as a meeting or convention planner, you can take a career test to measure your interests.

Meeting or convention planners should also possess the following specific qualities:

Communication skills. Meeting, convention, and event planners communicate with clients, suppliers, and event staff. They must have excellent written and oral communication skills and be able to convey the needs of their clients effectively.

Composure. Planners often work in a fast-paced environment and must be able to make quick decisions while remaining calm under pressure.

Customer-service skills. Planners must understand their clients’ needs. They must act professionally in a variety of situations, know how to keep an audience engaged, and help participants network with peers.   

Interpersonal skills. Planners must be good at establishing and maintaining positive relationships with clients and suppliers.

Negotiation skills. Planners must be able to negotiate service contracts to get good prices for their clients.

Organizational skills. To provide high quality meetings, planners must be detail-oriented and be able to multitask and meet tight deadlines. Many meetings are planned more than a year in advance, so long-term thinking ability is vital. 

Problem-solving skills. When problems arise, planners must be able to come up with creative solutions that satisfy clients.

The median annual wage for meeting, convention, and event planners was $49,470 in May 2021. The median wage is the wage at which half the workers in an occupation earned more than that amount and half earned less. The lowest 10 percent earned less than $30,170, and the highest 10 percent earned more than $96,230.

In May 2021, the median annual wages for meeting, convention, and event planners in the top industries in which they worked were as follows:

Employment of meeting, convention, and event planners is projected to grow 18 percent from 2021 to 2031, much faster than the average for all occupations.

About 16,600 openings for meeting, convention, and event planners are projected each year, on average, over the decade. Many of those openings are expected to result from the need to replace workers who transfer to different occupations or exit the labor force, such as to retire. 

Much of the projected employment growth in this occupation is due to recovery from the COVID-19 recession of 2020.

Event planners' services are expected to be in demand by people who want help organizing personal events, such as weddings. In addition, demand for professionally planned meetings and events will stem from businesses and organizations that host events. However, virtual meeting technology may dampen employment growth as virtual meetings continue to replace some in-person events.

For more information about professional planning for meetings, conventions, exhibitions, and events, including information about certification and industry trends, visit

Events Industry Council

International Association of Exhibitions and Events

Society of Government Meeting Professionals

For more information about wedding planners, including information about certification, visit

American Association of Certified Wedding Planners

Association of Bridal Consultants

Where does this information come from?

The career information above is taken from the Bureau of Labor Statistics Occupational Outlook Handbook . This excellent resource for occupational data is published by the U.S. Department of Labor every two years. Truity periodically updates our site with information from the BLS database.

I would like to cite this page for a report. Who is the author?

There is no published author for this page. Please use citation guidelines for webpages without an author available. 

I think I have found an error or inaccurate information on this page. Who should I contact?

This information is taken directly from the Occupational Outlook Handbook published by the US Bureau of Labor Statistics. Truity does not editorialize the information, including changing information that our readers believe is inaccurate, because we consider the BLS to be the authority on occupational information. However, if you would like to correct a typo or other technical error, you can reach us at [email protected] .

I am not sure if this career is right for me. How can I decide?

There are many excellent tools available that will allow you to measure your interests, profile your personality, and match these traits with appropriate careers. On this site, you can take the Career Personality Profiler assessment, the Holland Code assessment, or the Photo Career Quiz .

Get Our Newsletter

What is Event Planning? Four unique perspectives from event planning experts

Here’s a very basic, but thought provoking question that we're asked all the time - What is Event Planning? We polled our industry experts to get their perspectives and opinions. Here are four of the most interesting and candid responses we got:

Event planning is the process of managing a project such as a meeting, convention, tradeshow,  ceremony, team building activity, party, or convention. Event planning includes budgeting, establishing timelines, selecting and reserving the event sites, acquiring permits, planning food, coordinating transportation, developing a theme, arranging for activities, selecting speakers and keynotes, arranging for equipment and facilities, managing risk, and developing contingency plans.

Event Planning consists of coordinating every detail of meetings and conventions, from the speakers and meeting location to arranging for printed materials and audio-visual equipment. Event planning begins with determining the objective that the sponsoring organization wants to achieve. Planners choose speakers, entertainment, and content, and arrange the program to present the organization's information in the most effective way. Meeting planners are responsible for selecting meeting sites, prospective attendees and how to get them to the meeting.

Event planning is the energizing art of choreographing people and activities in order to create a show that creates memories of a lifetime. Designing and producing an event, whether it‘s a meeting, corporate event, fund-raiser, tradeshow or any other event, is in many ways comparable to directing a live stage performance. An added bonus, for those who love to travel, it provides an amazing opportunity  to travel to luxurious hotels, interesting new places and meet speakers and attendees from around the world. All of this, while enjoying a high level of autonomy and independence!

Event Planning is the stressful work of planning meetings or events, and can be a very demanding career choice. Planners must multi-task on several things at one time, face numerous deadlines, and orchestrate the activities of many diverse groups of people. Meeting planners may need to travel extensively to attend meetings and to visit prospective meeting sites. Work hours can be long and irregular, and working more than 40 hours per week is fairly common, especially during the time leading up to an event and wrapping up after the event. Finally, be prepared for some physical activity - long hours of standing and walking, carrying of boxes of materials, and is just the beginning!

Which one of these opinions do you agree with? Join our conversation on Facebook !

Unlock your potential in 2024 with the Star Achievement Series Designation Course

What is a Meeting Planner Exactly?

• Guest Blogger
• August 22, 2019

A meeting planner by MY definition is the go-to person and should be a key member of the design (or planning) team within an organization — be it corporate, association or otherwise — charged with the responsibility of planning and executing a meeting or special event.

Planners utilize their project management experience, planning skills and attention to detail to help create and deliver events that meet or exceed expectations. They add value to an organization by drawing upon their knowledge of the hospitality industry to manage expenses and minimize risk by negotiating the best all-around rates and paying attention to contract terms.

A meeting planner has the keen ability to bring the right people and resources together to create and deliver programs that best meet the strategic goals , objectives and key messages to a defined audience.

A meeting planner is there to partner with team members to take responsibility for the things they do best which gives others more time to concentrate on the things they do best, whether it’s the day-to-day operation of a business unit or the company’s overall bottom line. Planners maximize time spent on the development and delivery of the meeting content to ensure it meets key objectives. The planner is there to help ensure the success of a program. The goal is to make the meeting host and, if applicable, make their organization SHINE.

Meeting planners are leaders . They are strategic . They are analytical . They are solution-oriente d. They are disciplined . They are diplomatic . They have a logical way of looking at a project and understanding what needs to be done to ensure success. They have the innate ability to see the big picture — to take a look at a project as a whole, break it down action item by action item, establish the systematic order within each action item for getting things done, creating an overall time table for completing all tasks and taking the responsibility for following up to make sure everyone stays on task. Their attention to detail is second to none.

Meeting planners work well independently or as a team member. They look for ways to improve the end product and service. Planners take their craft seriously. They tend to be life-long learners and students of experiential learning. They learn through doing, through the professional organizations they belong to, and through outside studies such as Certified Meeting Professional and Certified Meeting Manager programs. 

Where exactly the meeting planner sits within the organizational structure varies from organization to organization. It may be a function of HR as easily as it may be of Communications, Marketing or Procurement. Or, a planner could be a small business owner or wear the hat of a bride or groom, or non-profit volunteer heading up a fundraising campaign. 

The extent to which planners are involved in meetings varies as much as where they fall within the organizational structure. Some may be involved in many or all phases of the planning process; others may be limited to execution only. Sometimes this is a cultural thing within an organization; sometimes it may be the very nature of the meeting itself. The information being shared before, during and after the meeting may be so proprietary that the fewer who know, the better. If it’s more cultural, you will just need to bide your time by doing what you are asked, know when and how to raise questions or offer suggestions and just generally work to gain the trust of the people involved. Sometimes you have to take a leap of faith and be a little aggressive (in a nice way, of course). For instance, if you’re working with a group who is being asked to coordinate a meeting for the very first time and you’re lucky enough to be asked to sit in on the early planning stages and you see that no one is taking notes much less putting together what I call an “Overall Meeting Action Plan” or “Business Plan” for the meeting, by all means, go ahead and take notes. Develop the best format for the “ Overall Meeting Action Plan ” and just do it. (There is a template for this document in my book by the way.)

You should send out the meeting notes along with a draft of what your understanding of the “PLAN ” is and ask for feedback. With any luck, people will appreciate what you’ve done.  If they don’t, then you’ll have to decide if you need to take a step back or keep on moving forward. Each group you work with will be different. Personalities and expectations will differ, but how you do your work and the effort you put into it must always be done with the highest degree of professionalism and integrity. It takes patience, but little by little, if you keep plugging away at it, you will find yourself growing professionally. Your areas of responsibility may increase, and the trust and respect of your team will likely grow. 

Mary Jo Wiseman, CMP | Author, “The Meeting Planning Process:  A Guide to Planning Successful Meetings ” | https://www.maryjo-wiseman.net

The Meeting Planning Process — A Guide to Planning Successful Meetings

Get your copy today!

READ SIMILAR POSTS

Like this article share it.

Company Information

• Office Dynamics International
• 5575 South Durango Dr. Suite 106 Las Vegas, NV 89113
• 800-STAR-139
• 8 a.m. – 5:00 p.m. Pacific Time

Site Navigation

Stay connected.

• Submit a Contact Form
• View Upcoming Assistant Events
• Receive Webinar Updates
• Monday Motivators

RECOMMENDed training

• Conference for Administrative Excellence
• Digital Efficiency for Administrative Excellence
• Executive Support Series™
• Star Achievement Series®
• World Class Assistant™

QUICK FIND ASSISTANT & EXECUTIVE RESOURCES

© office dynamics international 2024.

Privacy Policy | Terms of Use

Privacy Overview

Join our administrative community.

What does an event planner do?

Would you make a good event planner? Take our career test and find your match with over 800 careers.

What is an Event Planner?

An event planner specializes in organizing and executing various types of events, ranging from small gatherings to large-scale conferences and weddings. Their primary role is to ensure that every aspect of an event is meticulously planned and flawlessly executed to create a memorable experience for attendees. Event planners work closely with clients to understand their specific requirements, objectives, and budget constraints, and then use their expertise to bring those visions to life.

The responsibilities of an event planner are diverse and encompass various tasks. They are responsible for selecting and booking suitable venues, managing logistics such as transportation and accommodations, coordinating with vendors and suppliers, overseeing event decorations and themes, creating detailed timelines, and managing budgets. Additionally, event planners often assist in marketing and promotional efforts to attract attendees and ensure effective communication before, during, and after the event. With their strong organizational skills, attention to detail, creativity, and problem-solving abilities, event planners play a vital role in orchestrating successful and memorable events.

What does an Event Planner do?

Duties and Responsibilities The duties and responsibilities of an event planner can vary depending on the type and scale of the event, as well as the specific needs of the client. However, here are some common responsibilities that event planners typically have:

• Initial Consultation: Event planners meet with clients to discuss their event goals, vision, budget, and specific requirements. They gather all the necessary information to understand the client's expectations and objectives.
• Event Concept and Design: Event planners work with clients to develop a creative concept and design for the event. This includes selecting themes, color schemes, decor, and overall aesthetics that align with the client's vision and event goals.
• Budget Management: Event planners are responsible for creating and managing budgets for the event. They allocate funds to different aspects such as venue rental, catering, entertainment, decorations, and marketing. They also track expenses to ensure they stay within the allocated budget.
• Venue Selection and Coordination: Event planners research and recommend suitable venues for the event based on the client's requirements. They negotiate contracts, coordinate site visits, and handle all logistical aspects, including seating arrangements, audio-visual equipment, and technical support.
• Vendor Management: Event planners work with various vendors and suppliers such as caterers, florists, photographers, and entertainers. They handle the selection, negotiation, and coordination of these vendors, ensuring that they deliver their services on time and within the event's specifications.
• Timeline and Schedule Management: Event planners create detailed timelines and schedules for all event-related activities. They ensure that everything is organized and runs smoothly, coordinating the setup, rehearsals, speakers' presentations, entertainment, and any other elements of the event.
• On-Site Event Management: Event planners oversee the event's execution on the day(s) of the event. They coordinate with vendors, manage logistics, troubleshoot issues, and ensure that everything is in place as planned. They are responsible for handling any unexpected situations or emergencies that may arise during the event.
• Post-Event Evaluation: After the event, event planners conduct a post-event evaluation to assess the success of the event, gather feedback from clients and attendees, and identify areas for improvement. They also handle post-event tasks such as finalizing vendor payments and providing a comprehensive event report to the client.

Types of Event Planners There are several types of event planners, each specializing in different areas of event management.

• Wedding Planner : Wedding planners specialize in organizing weddings and related events. They assist couples in planning every aspect of their wedding, including venue selection, catering, decorations, entertainment, and coordination of vendors. Wedding planners ensure that the couple's vision is brought to life and that the day runs smoothly.
• Corporate Event Planner: Corporate event planners focus on organizing events for businesses and organizations. They handle conferences, seminars, trade shows, product launches, corporate retreats, and other corporate events. They work closely with companies to understand their goals and objectives and create events that align with their brand and message.
• Social Event Planner: Social event planners cater to personal celebrations such as birthdays, anniversaries, family reunions, and other private gatherings. They work closely with clients to plan and execute these events, managing all the logistics, coordinating vendors, and creating a memorable experience for attendees.
• Non-Profit Event Planner: Non-profit event planners focus on organizing events for non-profit organizations to raise funds, create awareness, or celebrate achievements. They often work with limited budgets and collaborate with sponsors, volunteers, and community partners to plan charity galas, fundraising auctions, benefit concerts, and other non-profit events.
• Conference/Convention Planner: Conference and convention planners specialize in large-scale events that involve multiple sessions, workshops, exhibitions, and networking opportunities. They handle logistics, venue selection, speaker coordination, registration, and attendee management to ensure a successful and engaging conference or convention.
• Trade Show/Exhibition Planner: Trade show planners organize industry-specific exhibitions and trade shows where companies can showcase their products and services. They coordinate booth setups, exhibitor registration, floor plans, promotional activities, and logistics to create a productive and engaging environment for exhibitors and attendees.
• Destination Event Planner: Destination event planners specialize in organizing events at specific locations away from the client's hometown or country. They are well-versed in the logistics of arranging events in unfamiliar settings, including venue selection, travel arrangements, accommodations, and local vendor coordination.

Are you suited to be an event planner?

Event planners have distinct personalities . They tend to be enterprising individuals, which means they’re adventurous, ambitious, assertive, extroverted, energetic, enthusiastic, confident, and optimistic. They are dominant, persuasive, and motivational. Some of them are also conventional, meaning they’re conscientious and conservative.

Does this sound like you? Take our free career test to find out if event planner is one of your top career matches.

What is the workplace of an Event Planner like?

The workplace of an event planner can vary depending on the nature of the events they organize and the specific company or organization they work for. Event planners may work in various settings, including event management firms, corporate offices, hotels, conference centers, or even operate as freelancers.

Office Environment: Event planners often have a designated office space where they handle administrative tasks such as client meetings, event coordination, budget management, and vendor communication. In this environment, they utilize technology and software to manage event logistics, track budgets, and communicate with clients and vendors.

On-Site at Events: Event planners spend a significant amount of time at event venues, especially during the planning and execution stages. They oversee the setup of decorations, seating arrangements, audio-visual equipment, and other event-related elements. During the event, they are present to ensure that everything runs smoothly, handle last-minute changes, and address any issues that may arise.

Client Meetings: Event planners frequently meet with clients to discuss event details, review progress, and make decisions about various aspects of the event. These meetings may take place in their office, client's office, or at the event venue itself. Event planners need to be adaptable and flexible in their work environment to accommodate client preferences.

Remote Work: Depending on the organization and the specific event, event planners may have the flexibility to work remotely. They can communicate with clients, vendors, and team members through email, phone calls, video conferencing, and event management software. Remote work allows event planners to manage their tasks efficiently and collaborate with stakeholders from different locations.

Travel Opportunities: Event planners who organize destination events or work for event management companies may have opportunities to travel for site visits, conferences, or to oversee events at different locations. Travel can be an exciting aspect of the job but may also involve extended work hours and being away from home for extended periods.

Dynamic and Fast-Paced Environment: The workplace of an event planner is characterized by a dynamic and fast-paced atmosphere. Event planners often work under tight deadlines, handle multiple events simultaneously, and adapt to changing circumstances. They need to be organized, detail-oriented, and capable of handling high-pressure situations while ensuring the smooth execution of events.

Event Planners are also known as: Event Organizer Event Manager Event Coordinator

• Dictionary Home
• Recently Added
• Terms of Use
• Privacy Policy

Define Meeting Planner

meeting planner. A person who specializes in the planning and organization of conventions and other business meetings.

To find the abbreviation, acronym, or term you’re looking for, use the Search box (below) or click on any letter (above).

This site is Copyright© 1999-2022. All rights reserved.

Serving the travel industry since 1999

5 Steps to organize events and meetings for business travel

Find out what you need to know about organizing business travel events and meetings with these 5 winning steps.

By Liudmila Buga

February 9, 2024

Going on business trips often also means organizing events, meetings and conferences with business partners and potential contacts and stakeholders. The important thing here is to leave a lasting positive impression on your customers and employees. Internal company events are also suitable for sustainable employer branding, team building and better employee retention.

In order to create unforgettable events on business trips, you need flawless and well-organized travel and event management. The tasks of the modern travel manager therefore include, in addition to organizing business trips with the help of travel tech , essential event and meeting management skills.

In this article we have put together five important steps for you to organize events and meetings on business trips. From a clear definition of goals, the allocation of budgets and resources and the selection of a suitable venue to logistics and event planning, as well as marketing and communication, everything is included.

Step 1: Define objectives

Before you start planning trips and events, you should clearly define the purpose of the respective event or meeting. The most important thing about your event is the end goal. Because if you know what goal you are pursuing with your event, you can clearly define the target group.

In order to measure the success of your event or conference, you must first define clear and measurable goals. There are hard- usually clear and measurable – and soft – intangible – goals. Clearly measurable goals would include direct revenue, product sales, attributable revenue and sales figures. Soft goals include brand value, customer loyalty, knowledge sharing or training.

According to Amra Beganovich, founder of  Amra and Elma  and  Colorful Socks , attributing measurable KPIs before embarking upon the journey of event planning helps keep the entire team on the same page. It allows them to focus on the same goal and then think of creative ways of achieving these numbers or objectives and even exceeding them. 

In order to organize a successful event, you need a clearly defined target group. The whole thing is organized for them, so it should also be tailored to them, the guests. When planning events, there are internal target groups (i.e. managers, employees or owners) and external target groups ((potential) customers, suppliers, competitors or the public). By focusing on your target audience and their expectations, you can plan an event that really appeals to your audience.

Step 2: Allocate resources and budget

As we all know, money makes the world go round and therefore has a huge impact on the success of your event. Therefore, it is important to properly prepare and manage the budget for your event. After spending some time defining goals and target audiences, you should have gathered enough information to create a budget plan for your event or meeting.

On-site event costs will likely take up the largest portion of your budget. A suitable location needs to be rented, catering needs to be arranged, transport and IT equipment organized, and you should also allow for some extra budget for unexpected expenses. There are also other costs such as marketing, photography, decorations, speakers and entertainers and staff.

Step 3: Location selection for events and meetings

The venue can make all the difference at your event or meeting. When choosing the right location, you should focus on the target group and their needs. Your venue must suit the occasion, the venue and the guests. What does my company want to achieve and who does it want to appeal to and inspire?

It can be helpful here to create a previously created list of questions for your event and to evaluate locations and venues according to these criteria. Some sample questions would be:

Well-located, beautiful event locations are usually fully booked well in advance and price negotiations can prove difficult. However, there are some tips and tricks to avoid completely blowing your budget. Choose a date outside of peak event season or be flexible with your date. If possible, book well in advance and let the event organizer know that the venue is your first choice. To find the right location for your event, you have to find the right balance between perseverance, persuasion and respect.

Step 4: Logistics and itinerary

In order to plan a successful event or meeting on a business trip, it is very important to create a detailed event or meeting plan. This should contain a schedule and a checklist of tasks to be completed.

Maybe you need to organize transport and accommodation for participating guests? Here it is worth using a travel management platform so that you can book everything in one place.

What equipment, material and technology is needed for the event? This may need to be brought to the venue, rented on site or requested from the organizer. It’s definitely worth clarifying your requirements in advance so that everything is organized on the day of the event and there are no unpleasant surprises.

Finally, we encourage you to create a crisis plan for possible interruptions to your event. Crises happen quickly and without warning. You must be able to understand what is happening externally and internally at all times. Follow government regulations and internal policies and continually monitor situations.

Step 5: Promotion and communication

In order to organize a successful event on business trips, a clear marketing and communication strategy is required. However, communication in the event industry is changing more and more through the use of new communication technologies like AI travel technology . Therefore, good planning is extra important here too.

In order to plan the exact number of guests for your event, you need to send invitations and reminders to your target group. Here too, there are digital and automated solutions that significantly reduce the workload.

On the day of the event itself, you will of course need information material and presentations for your participants. Maybe you create a brochure, agenda, or make conference and meeting content available digitally via a QR code. This should also benefit you if you want to set up a virtual room for online participants.

Event travel management made easy

In this article we showed you how important it is to plan events and meetings on business trips well and in detail. Great events that leave a lasting positive impression on participants and employees also have a positive impact on the success of business trips and business relationships.

As a company, it should be important to you to invest in well-organized travel and event management in order to create successful business travel experiences.

Don’t shy away from new technology to make your everyday business easier. For example, a travel management platform like GetGoing makes sense to automate processes and travel policies for business trips.

Go share the news:

Sign up now to receive exciting news & updates.

Explore Jobs

• Jobs Near Me
• Remote Jobs
• Full Time Jobs
• Part Time Jobs
• Entry Level Jobs
• Work From Home Jobs

Find Specific Jobs

• $15 Per Hour Jobs
• $20 Per Hour Jobs
• Hiring Immediately Jobs
• High School Jobs
• H1b Visa Jobs

Explore Careers

• Business And Financial
• Architecture And Engineering
• Computer And Mathematical

Explore Professions

What They Do

• Certifications
• Demographics

Best Companies

• Health Care
• Fortune 500

Explore Companies

• CEO And Executies
• Resume Builder
• Career Advice
• Explore Majors
• Questions And Answers
• Interview Questions

What does a Meeting Planner do?

A meeting planner makes professional decisions in all areas of meeting preparation and presentation. They plan meetings, establish meeting objectives, schedule meetings, budget expenses, inspect meeting sites, negotiate with suppliers, and create a speaker lineup. They also need to deal with travel arrangements and with technical equipment used in the course of the meeting.

• Responsibilities
• Skills And Traits
• Comparisions
• Types of Meeting Planner

Meeting planner responsibilities

A meeting planner's responsibilities include organizing all meeting requirements, managing relationships with vendors, and ensuring seamless events. They coordinate all components of client-specific medical education programs and work with internal and external catering and banquet facilities on food and beverage selections. They also verify that faculty and attendees are eligible to receive CME and CEU credits. Meeting planners negotiate contracts for housing, premium meeting space, transportation, and premiums, and they compile and record hotel information, expenditures, and other post-meeting information in a meeting planning database. They also manage on-site logistics, prepare meeting materials, and process honorariums, travel reimbursements, and expense reports. As stated by Michele S. Banks, CMP, CMM, "One of my main responsibilities was to negotiate contracts with hotels and vendors for our events."

Here are examples of responsibilities from real meeting planner resumes:

• Manage company's social medias and publish weekly relate topics on Facebook and newsletter.
• Confirm reservations, registrations and manage itineraries.
• Develop and issue client/supplier contracts, submit RFP s, secure meeting space, research and create budgets for proposals.
• Handle all participants regarding event specifications, RFP's, registrations, confirmations, cancellations, schedules, and cost summaries.
• Deliver onsite execution and conduct post event surveys.
• Oversee arrangements for event production and onsite technology.
• Develop marketing pieces and PowerPoint presentation for various groups.
• Coordinate all travel for group/hotel reservations, sales meetings/expense reimbursements.
• Develop agenda and itinerary, organize and procure all speaker biographies and materials and logistics for successful program execution.
• Negotiate logistics and entertainment for VIP, and guest special events as well as contract arrangements for 15breakout sessions.
• Utilize Delphi to check room availability and make necessary changes.
• Provide creative support and assistance by researching and developing booth entertainment ideas and designing booth signage and packaging of giveaways.

Meeting planner skills and personality traits

We calculated that 10 % of Meeting Planners are proficient in Client Facing , Event Planning , and PowerPoint . They’re also known for soft skills such as Communication skills , Negotiation skills , and Organizational skills .

We break down the percentage of Meeting Planners that have these skills listed on their resume here:

Worked with IT team to improve client facing websites as well as communications sent out to pharmaceutical field

Worked collaboratively with multiple business markets representatives in observance of event planning and implementation.

Developed marketing pieces and PowerPoint presentation for various groups.

Manage meeting logistics for on-site training center including repairs/replacement of audio visual equipment.

Managed all meeting planning and event management initiatives as a freelance Independent Contractor for major corporations coordinating and executing all details.

Arranged educational seminars including site selection, contract negotiations, meeting room assignment, registration and brochure design/printing.

Most meeting planners use their skills in "client facing," "event planning," and "powerpoint" to do their jobs. You can find more detail on essential meeting planner responsibilities here:

Communication skills. To carry out their duties, the most important skill for a meeting planner to have is communication skills. Their role and responsibilities require that "meeting, convention, and event planners exchange information with clients, suppliers, and event staff." Meeting planners often use communication skills in their day-to-day job, as shown by this real resume: "coordinated all communication with sales representatives, faculty and internal staff throughout the meeting planning and execution process. "

Negotiation skills. Another soft skill that's essential for fulfilling meeting planner duties is negotiation skills. The role rewards competence in this skill because "meeting, convention, and event planners must be able to secure quality products and services at reasonable prices for their clients." According to a meeting planner resume, here's how meeting planners can utilize negotiation skills in their job responsibilities: "coordinated medical education events including contract negotiation, program logistics, program implementation, sales and marketing, and deadline management"

Organizational skills. meeting planners are also known for organizational skills, which are critical to their duties. You can see how this skill relates to meeting planner responsibilities, because "meeting, convention, and event planners must multitask, pay attention to details, and meet tight deadlines." A meeting planner resume example shows how organizational skills is used in the workplace: "streamlined all aspects of meeting planning, operations and budget reconciliation through superior organizational skills. "

Problem-solving skills. A big part of what meeting planners do relies on "problem-solving skills." You can see how essential it is to meeting planner responsibilities because "meeting, convention, and event planners must be able to anticipate potential issues and prepare creative solutions that satisfy clients." Here's an example of how this skill is used from a resume that represents typical meeting planner tasks: "resolved all customer service issues that arose due to misunderstanding of travel arrangements or agent error. "

All meeting planner skills

The three companies that hire the most meeting planners are:

• Supernus Pharmaceuticals 3 meeting planners jobs
• AbbVie 2 meeting planners jobs
• Raymond James Financial 2 meeting planners jobs

Choose from 10+ customizable meeting planner resume templates

Compare different meeting planners

Meeting planner vs. director of events.

An event director or director of the event is responsible for organizing a successful execution of an event. This job is demanding and involves a varied range of tasks and obligations, from planning and overseeing the cast and crew recruited, supervise training for effective execution of the event. They manage how to effectively deal with people from staff and crew to sponsors, and talents, especially in tight schedules and difficult circumstances. Moreover, the event director is the representative of the event when dealing with the benefactors of the event, media group for promotion coverage, and people outside the industry.

While similarities exist, there are also some differences between meeting planners and director of events. For instance, meeting planner responsibilities require skills such as "client facing," "meeting materials," "room set-up," and "site inspections." Whereas a director of events is skilled in "customer service," "customer satisfaction," "booking," and "crm." This is part of what separates the two careers.

Meeting planner vs. Event specialist

Events specialists, also known as events producers or event planners, have many roles and responsibilities. They establish event concepts, select venues, secure sponsorships, and handle logistics for events. Also, they plan and manage event timelines, coordinate technical aspects, and manage risks. Event specialists are also responsible for communicating with vendors, organizing marketing materials, and liaising with event speakers. To become an event specialist, one should need to meet several qualifications that include having a degree in marketing, hospitality, or public relations. Organization skills and experience in project management are also important.

While some skills are similar in these professions, other skills aren't so similar. For example, resumes show us that meeting planner responsibilities requires skills like "client facing," "powerpoint," "audio visual," and "site selection." But an event specialist might use other skills in their typical duties, such as, "brand awareness," "product preparation," "product demonstrations," and "food preparation."

Meeting planner vs. Events volunteer

A Lead event specialist is responsible for providing clients a proposal or a plan to make an event successful. Most of the time, they are the person who continually interacts with their clients to determine what they need, from the planning stage down to the implementation phase. Meaning this will also be how they can promote their brand or business and generate an income from it. Additionally, they are the ones who organize a promotional event and interacts with potential clients.

There are many key differences between these two careers, including some of the skills required to perform responsibilities within each role. For example, a meeting planner is likely to be skilled in "client facing," "event planning," "audio visual," and "event management," while a typical events volunteer is skilled in "art projects," "plan events," "community events," and "ran."

Meeting planner vs. Lead event specialist

Even though a few skill sets overlap between meeting planners and lead event specialists, there are some differences that are important to note. For one, a meeting planner might have more use for skills like "client facing," "audio visual," "event management," and "site selection." Meanwhile, some responsibilities of lead event specialists require skills like "customer service," "food safety guidelines," "facebook," and "product demonstrations. "

Types of meeting planner

• Event Coordinator

Site Coordinator

• Event Planner

Special Events Coordinator

• Conference Coordinator

Updated March 14, 2024

Editorial Staff

The Zippia Research Team has spent countless hours reviewing resumes, job postings, and government data to determine what goes into getting a job in each phase of life. Professional writers and data scientists comprise the Zippia Research Team.

What Similar Roles Do

• What a Conference Coordinator Does
• What a Director Of Events Does
• What an Event Coordinator Does
• What an Event Internship Does
• What an Event Manager Does
• What an Event Planner Does
• What an Event Specialist Does
• What an Events Assistant Does
• What a Planner Does
• What a Site Coordinator Does
• What a Special Events Coordinator Does

Meeting Planner Related Careers

• Assistant Event Coordinator
• Director Of Events
• Event Internship
• Event Manager
• Event Organizer
• Event Planning Internship
• Event Specialist
• Events Assistant
• Events Volunteer
• Lead Event Specialist
• Manager And Event Coordinator
• Marketing And Event Planning Internship

Meeting Planner Related Jobs

Resume for related jobs.

• Assistant Event Coordinator Resume
• Conference Coordinator Resume
• Director Of Events Resume
• Event Coordinator Resume
• Event Internship Resume
• Event Manager Resume
• Event Organizer Resume
• Event Planner Resume
• Event Planning Internship Resume
• Event Specialist Resume
• Events Assistant Resume
• Events Volunteer Resume
• Lead Event Specialist Resume
• Manager And Event Coordinator Resume
• Marketing And Event Planning Internship Resume
• Zippia Careers
• Business and Financial Industry
• Meeting Planner
• What Does A Meeting Planner Do

Browse business and financial jobs

What is Meeting Planning / M.I.C.E?

Now, while plenty of meetings are like that, the reality of meeting planning is that it often involves putting together an entire program of events and hospitality, including entertaining content, new technology, travel & accommodation, headline acts and other entertainment, activities, excursions, famous guest speakers, corporate gifts, drinks receptions, gala dinners, and award ceremonies.

Meetings are often held in interesting locations away from the company's usual place of business, or even overseas—sometimes in luxury beach and ski resorts. They can also be rather elaborate affairs. Walmart’s global shareholders meeting for 16,000 people was hosted by Hollywood actor Will Smith and featured a performance from The Black Eyed Peas. Similarly, Google’s Zeitgeist conference has included speakers such as President Bill Clinton and TV & film producer JJ Abrams ( Star Trek, Star Wars The Force Awakens ), and attendees were given the opportunity to experience zero gravity ‘flights’ that mimic the weightlessness of space.

These types of meetings aren't solely the reserve of big, innovative tech brands. Whether it's the pharmaceutical, oil and gas, or motoring industry, corporates often plan meetings that have a pretty good balance between the business events—a conference or presentation for example—and the hospitality program built around it to entertain the guests.

Which consist of a single presentation, although the number of attendees could still be in the hundreds or thousands. Lectures are usually educational in nature and last for a session i.e. a morning, afternoon, evening, or less.

Which are also educational in nature and bring together several participants, usually involving more than one presentation. These typically last for one day or less.

Which are more of a hands-on experience for the attendees and might include demonstrations, activities, and collaborations. These typically last for a day or less or are part of a larger event, such as a conference.

Conferences

Which are meetings where people from a company or industry get together to discuss a particular topic, exchange views, fact find, problem-solve, or open up an issue for debate. These usually run for at least one day, often more, and can range in size from small groups under 100 to several hundred or even a few thousand.

Conferences typically feature keynote speakers giving talks and presentations and may also include ‘break-out’ sessions; smaller meetings, talks, or one-on-one sessions programmed around the main conference. In the context of meetings and corporate event planning, conferences are generally hosted by a particular company and are aimed at an invited group of either external clients, suppliers, dealers and/or associates or, alternatively, internal employees / partners.

These can either be ‘stand-alone’ events or the main business component of a corporate meeting—along with a program of other activities and hospitality events. Corporate conferences are typically free for the invited guests to attend, or heavily subsidized by the host company. The events are held for marketing and communications purposes, rather than for the host company to make money directly from the event.

Another type of conference also exists, sometimes informally referred to as a ‘commercial conference’, which is marketed to a broader audience of companies within a specific industry. The companies that attend are not necessarily directly related to, or in business with, the host company. These are generally for-profit events, where attendees purchase tickets and pay for their own travel and accommodation—or else they might be included in a package price. These conferences can either be ‘stand-alone’ events or combined with a convention, exhibition, or trade show. We’ll look at these in more detail in the section on Conventions and Conferences.

Which are much larger, usually regular, meetings that represent a profession or other group, where decisions are made through discussion, debate, and voting. These usually last more than one day and can consist of hundreds or thousands of attendees. A congress might also include a conference and/or exhibition.

Conventions, Trade Shows, and Exhibitions

Which are large events where like-minded people, often from a particular industry or other group, get together to learn and network. Often these feature manned stands/booths in a large exhibition hall and may also include other components, such as conferences, workshops, and seminars.

Technically, a meeting is defined as having no exhibit component according to the Convention Industry Council. Therefore, a meeting which includes an exhibition would really be a convention. However, in reality it just comes down to how the event hosts choose to name/position their event. So, sometimes you'll come across an event that's billed as a meeting but also has some form of exhibition.

Although these types of events are often grouped together along with meeting planning, they also make up an entire sub-section of the events industry so we’ll look at this sector in more detail in the Conventions and Conferences , which also includes Trade Shows and Exhibitions.

As I mentioned previously, although meetings are one type of corporate event, they often get grouped together under the acronym M.I.C.E (Meetings, Incentives, Conferences, Exhibitions) which brings together a number of industry sub-sectors.

This is largely because of the similarities and over-lapping nature of these four types of events. In fact, not only are these events complimentary to one another, they are often planned by the same type of event planners—commonly known as meeting planners.

Meetings & Incentives

Meetings that take place in out of town locations or overseas, which involve a program of events and activities, travel, and accommodation, are often very similar in format and structure to incentive travel programs (which I'll look at in more detail in the Incentive Travel sector of the industry, which also includes Destination Management).

The main difference is the purpose of the event; meetings are typically to educate, train, discuss, share, or sell, while incentive travel programs are generally to reward. As such, there are a greater number of fun / social events, activities, and excursions, and less—if any—business meetings or formal presentations involved in incentive travel programs.

Certainly from a meeting planner's perspective, there is not a whole lot of difference between what goes into organizing an incentive travel program versus a meeting. This is why a lot of meeting planners work on both corporate meetings and incentive travel programs.

Conferences & Exhibitions

Similarly, some meetings and conferences will include a trade show or exhibition—or vice versa (which technically makes them a convention). Therefore, a meeting or event planner who works in this sector will often be experienced in—and responsible for organizing—both types of events. In fact, in many countries outside of the USA, these types of meetings planners are often referred to as 'conference & exhibition organizers'.

I'll look at this in more detail in the Conventions and Conferences sector of the industry, which also includes Trade Shows and Exhibitions.

Read the different ways you can work in corporate event / meeting planning, why you might choose to be a corporate event / meeting planner, and employment information for how to become a corporate event / meeting planner.

• Contact sales

Start free trial

How to Plan an Event: Event Planning Steps, Tips & Checklist

Need to know how to plan an event? If you’re planning a big event like a conference, we can help you successfully create, structure and lay out your event plan. This blog will cover everything you need to consider when planning an event, including event planning steps, tips and an easy-to-use event checklist.

What Is Event Planning?

Event planning is the process of putting on and managing a variety of events, from something as small as a meeting to as big as a convention and everything in between. When event planning you’ll be taking into account every aspect of that event, whether it’s a birthday party or a networking event.

That means you’ll be estimating budgets, creating timelines to schedule the event, reserving the site and any panels or speakers involved, getting necessary permits, food, transportation and more. If the event has a theme, you’ll develop that, too. Plus, you’ll be in charge of securing the needed resources to make the event a success.

Get your free

Event Plan Template

Use this free Event Plan Template for Excel to manage your projects better.

What Is an Event Plan?

An event plan defines how an event will be executed. It addresses all the components of an event such as the start and end dates, budget , venue, marketing, attendees and more. The scope and complexity of the event plan vary depending on the size of the event, but the fundamental challenges remain the same.

Organizing all those disparate parts, especially for larger events, requires powerful project management software. ProjectManager is award-winning project management software that lets you plan, manage and track your event to ensure it’s a success.

Our powerful Gantt charts help you list all your tasks and the associated resources and costs, assign them to your team and set milestones to track your progress. The whole plan is visible on a project timeline and can be saved by setting a baseline. Now you can track the planned progress against your actual progress to make sure you’re on schedule. Get started with ProjectManager today for free.

Event Plan Example

Most of us have some experience planning an event, be it at home, work or in our community. For this article, let’s focus on large events.

A conference is a common type of large event, so for our event management purposes, let’s talk about a TEDx conference that we were involved in to illustrate how to plan an event. This example is a good scenario to explain the structure and challenges of planning a big event, along with the benefits of planning an event with project management software .

Let’s break down the other components of setting up an event. They’re summarized below:

• Event timeline: First, establish a timeline for your event. This timeline should include pre-event planning, event execution and post-event activities.
• Budget: Estimate your event costs and create a budget. Your available budget will influence many event management decisions such as your venue, the marketing and advertising methods, etc.
• Venue: The event has to take place somewhere, and that involves logistics management , food and beverages as well as the décor.
• Marketing: Once you’ve selected a venue, you need to start drawing people to it through a marketing program that can include a website, social campaign, email and print work.
• Advertising: Hand in glove with marketing is advertising. That can include radio, TV, newspaper and magazine advertisements.
• Volunteers: A big event needs a big crew of people to get it off the ground and run smoothly. That means volunteers, which means writing contracts, defining their roles, setting up meetings and determining schedules.
• Speakers: You must have a keynote speaker or a group of speakers to attract an audience. This involves contracts, curators to select the talent, a program, bios and rehearsals.
• Sponsors: All of this costs money, and a big event’s budget is supplied by its sponsors. This again involves contracts, marketing and logistics.
• Production: The production involves creating contracts as you work on creating an audio-visual recording of the proceedings, as well as a sound and video broadcast during the event.
• Stage: The event takes place at a specific venue and on that venue is a stage on which the event proper will be presented. That usually incorporates a projector, screen, microphones, internet connection, batteries, cables and more.
• Attendees: Don’t forget about the people attending the event! You’ll need communications to inform them of event information, payment processes to collect fees, emails to stay in touch, directions, badges and access points.

Related:  10 Free Event Planning Templates for Excel & Word

Free Event Plan Template

This free event plan template for Excel is a great tool to start assembling the information you need to create an event plan. It can be customized to add your event details.

The Event Planning Process: Event Planning Steps

We covered a lot on event planning, so let’s break down those tips into concrete steps. These event planning steps will guide you toward success. Let’s continue with our conference example.

• Step 1. Determine your event goals and objectives
• Step 2. Assemble your team
• Step 3. Establish an event budget
• Step 4. Choose a date & venue
• Step 5. Select the speakers
• Step 6. Event marketing & advertising
• Step 7. Execute your event

When you break down the scope of your event plan into manageable steps, the process seems a lot less daunting. However, there are a few more things to keep in mind when making your event plan.

Event Planning Roles

As you might expect, there are many different roles that work together to bring an event to life. It’s easy to get confused. Are you an event manager or an event planner? Is there any difference between the two? Let’s take a look at some of the more common event-planning roles and define them.

Event Manager

The event manager is often mistaken for the event planner, but they are two distinct roles. Most simply, the event manager is responsible for event management activities, which involve coordinating and implementing the event. They take care of setting up the event, including its design, and make sure the vision of the event planner is realized.

Event Planner

An event planner organizes, coordinates and executes the event. They’re in charge of coming up with the idea, overseeing the setup and breakdown of the event. They’ll select the venue, create the budget and ensure everything is taken care of. What sets them apart is they design the strategy for the event to the smallest detail.

Related: Free Event Budget Template for Excel

Event Producer

The event producer fleshes out the strategic plan of the event planner. They are the one who takes the idea and turns it into a living event. They will take charge of the technical aspects of the event, such as audio/visual, stage design, etc. They work with the event planner to schedule the event , but the event producer uses their skills and expertise in producing events to deliver the event that’ll impress both attendees and the client.

Event Planning Tips

Unfortunately, there are always going to be variables out of your control that’ll affect the event planning process, such as the weather, delivery delays, technical difficulties and other potential mix-ups. As stated earlier, you can’t change the date of your event, so you’ll want to be as prepared as possible for any risks or issues that may pop up on the day of your event.

Do a Post-Event Review

A post-event review or a post-mortem as they’re often called, is very valuable. By looking back at the past event and seeing what worked and what didn’t work, you can better plan your next event. There are always lessons to be learned and applying them to the next project will avoid previous mistakes and increase your chances of a better outcome.

Use Event Planning Templates

Having an event planning template is a great way to make sure you’re not missing any important pieces of the larger event. It’ll help you organize your tasks and resources, costs and more. Use our free event plan template to get started on the right foot.

Use Event Planning Tools

A template is fine, but limited. You have to manually update everything and it’s not very collaborative. Event planning tools, such as Gantt charts , kanban boards, task lists and calendars, help you plan and implement the event plan. They also allow you to track the work to make sure it’s following the plan, which leads to a more successful event.

Prepare a Plan B

As important as your plan is, there can be issues with it. There might be acts of god, such as weather, which negatively impact the event. Whatever the cause, you’ll need a backup. That’s why developing a plan B is so critical to the success of the event. You might never have to use it, but in case you do, you’re prepared.

Use an Event Planning Checklist

Another tip is to have a checklist made up. That way you can collect all the things you have to do and why you’re doing it in one place. Using a checklist for event planning can be done in conjunction with project planning tools . The more safeguards, the better. Also, there are few things more satisfying than crossing something off your list.

Event Planning Checklist

There’s a lot to manage when planning an event, so it’s important to have a list of everything you need to include in your event management plan. The following is a general event planning checklist to help you get started. The more questions you ask, the better your event checklist. Feel free to add your own unique responsibilities and tasks.

Goals and Objectives

• What’s your event’s reason for existing?
• What are the goals this event is expected to achieve?
• What are the revenue objectives?
• What is your target audience?
• How many people will attend?
• Is there a cost associated with ticketing and what is it?
• Where is the event being held?
• Create an event schedule.

Event Budget

• Figure out what the costs will be
• If you held similar events, use and adjust an old budget for a baseline
• What ticketing and registration software will be used?
• Finalize sponsor contributions
• Set ticket price

Date & Venue

• When will the event take place?
• Have a backup date in case issues arise
• Is there the best location for the event?
• Is the venue appropriate for your expected number of attendees?
• Decide on needed infrastructure: wifi, capacity, bathrooms, near shopping & restaurants, etc.
• Hire a caterer
• Secure what equipment you’ll need
• What are your security needs?
• Do you need permits, licenses or insurance?
• Create event signage and communication plans for attendees
• Research potential speakers
• Create a list of relevant speakers
• Create a pitch for speakers
• Pitch speakers
• Finalize speaker selection, get bios and headshots and arrange travel and accommodations
• Develop a list of sponsors and what you can offer them.
• See if there are sponsors who have partnered with similar events.
• Reach out to potential sponsors.
• Design signoff.
• Update the site or build a unique one.
• Make sure the site can handle expected traffic.
• Have a mobile-friendly site.

Event Marketing & Advertising

• What’s your messaging?
• Coordinate with digital tools and social platforms
• Add the event to online calendars
• Market the event with blog posts and other promotions like videos and online ads
• Send reminders to all parties a month or two before the event date

Finalizing the Last Steps

• Speakers and scripts
• Decorations

Pro tip: That’s a lot to coordinate and plan, which is why there’s a need for project management software that has the right features for event management. It provides a common portal, where you can track costs and tasks with automated alerts. It also offers both a communication and a collaborative platform that reduces the need for unnecessary emails. Software collects all your files in one place and makes team reporting simpler by adding efficiencies and reducing stress.

ProjectManager Offers Robust Event Planning Tools

ProjectManager is online software that’s suited for event planning. We have event project management tools to keep all the parts of your events, from managing vendors to promotions, organized. Our planning software helps you keep track of all the elements that make up your event plan.

Keep Stakeholders Updated With Event Calendars

Our multiple project views mean that event planners and managers can use project calendars , Gantt charts and there are task lists and kanban boards for teams. While reports can keep stakeholders informed, they might want to have access to the project. Share the calendar view with your stakeholders, which allows them to see start and end dates for all the tasks as well as milestones. This manages their expectations.

Zoom Into Event Activities With Kanban Boards

Use ProjectManager’s kanban board to manage the daily activities that need to be executed to plan, schedule and track your event plan. Move tasks from column to column as you collaborate on work with your team, and it’s easy to spot bottlenecks and get everything over the line in time for the event.

Track Event Labor Costs With Timesheets & Real-Time Dashboards

Plus, timesheets make invoicing easy for all your events. They can be submitted and approved with a keystroke. Our software also offers a variety of views, from a list to a calendar and even a kanban board that helps you visualize the workflow to keep on task.

More About Planning an Event

Event planning can be complex. There’s a lot of balls to keep in the air. If the above is too much to digest immediately, you could start with our event plan template and watch one of our planning experts. Jennifer Bridges, PMP, has years of experience and uses it to teach you the fundamentals of event planning in this short video.

Related Content

• Free Event Proposal Template
• Event Management: A Quick Guide
• How to Plan a Virtual Event: Virtual Event Planning Checklist
• Event Project Management Software

ProjectManager is award-winning project management software that helps you plan and monitor your event details. From powerful planning tools to real-time reports and dashboards that capture all of your event details, you can use our software to stay on schedule and stick to your planned budget. Try our software today with a free 30-day trial.

Deliver your projects on time and under budget

Start planning your projects.

See how Cvent can solve your biggest event challenges. Watch a 30-minute demo.

How to Create an Event Itinerary for Attendees and Event Organizers

When crafting an event itinerary, you’ll need to consider the experience of both your attendees and those involved in managing your event , including your event planning team, vendors, sponsors, exhibitors, and on-site staff.

This means that as a planner, you’re responsible for multiple event itineraries – a “back-end” itinerary for planning and management and a “front-end” itinerary created for attendees.

What Is an Event Itinerary?

As we’ll be looking at two different types of event itineraries, let’s get clear on the difference between the two.

An attendee event itinerary is used to inform event attendees of important agenda details like the event date(s), location, session and activity times, and scheduled transportation. On the other hand, an event itinerary for planners and staff contains scheduling details used to organize and execute the event, such as timelines for speakers and exhibitor setup times.

What Are the Essential Elements of an Event Itinerary?

Events can be huge revenue drivers, which is why it’s so critical to get them right. According to a recent study conducted by Research Dive, the global event industry is projected to generate $1,457.2 million in revenue by 2028, rising at a CAGR of 23.1% from 2021-2028.

As a planner, part of your job is undoubtedly to rake in as much revenue as possible with the help of your events. This means finding ways to boost your time management and operate more efficiently, cutting out as many uncertainties as possible by planning for everything, and making your event as enticing as possible to attendees.

The best way to do all of this? Crafting a detailed event itinerary. If done right, your itinerary can be a comprehensive guide to your event – a place for staff and attendees alike to have all (or most) of their questions answered.

Essential Elements of Event Management Itineraries

The essential elements of an event itinerary for those managing the event include an event schedule detailing the times, locations, and responsibilities for all vendors, venue staff, planning team staff, speakers, sponsors, and exhibitors.

In your event management itinerary, you’ll outline elements like:  

• Content management details for speakers and presenters
• Event logistics instructions
• Event management roles and responsibilities
• Critical setup and timing details for vendors, exhibitors, and sponsors
• Equipment and supplies needed for each activity, session, etc.
• Travel information and accommodation details

Essential Elements of Attendee Itineraries

Your attendee itinerary will look much different than your behind-the-scenes itinerary. The essential elements of an event itinerary for attendees include an event agenda that’s easy to access, understand, and update so that if session times, locations, or speakers change, your attendees always know what to expect and where they need to be.

In your attendee itinerary, you’ll outline elements like:

• Critical scheduling information, such as check-in times, session agenda, etc.
• Local transportation and accommodation information
• Special activities during your event
• Details regarding accessibility

A great way to make your event calendar accessible and flexible is to leverage mobile event apps to give your attendees constant access to up-to-date itinerary details.

Event Itinerary Example

Want an event itinerary example before you start building out your own? Check out the event itinerary templates below to help you get started with an event management itinerary or an attendee itinerary.

Event Itinerary Template for Event Organizers, Vendors, and Participants

Use the event itinerary template below for those participating in bringing your events to life, including your planning team, vendors, venue staff, speakers, sponsors, and exhibitors.

Date(s) of Event:

Start and End Time of Event:

Planning Team and Venue Staff:

• Contact information for all members of the planning team and POCs for venue staff, vendors, exhibitors, sponsors, and speakers
• Travel details, including information about traveling to your venue’s locality, accommodations, and local transportation
• Staff check-in time and location for each day
• Roles and responsibilities for each member of the team, including a detailed schedule of the time and location for each item
• Event setup and teardown times for staff, vendors, exhibitors, sponsors, etc.
• Load-in and load-out details, including access information, parking details, and rules and regulations
• Deadline to vacate event space
• Attendee event schedule, including high-traffic times and times when staff are free to attend sessions or other event activities
• Designated breaks and meal times
• Wi-Fi details, charging stations, and other tech-related information
• Contact information for planning team POC
• Check-in time and location
• Setup and teardown times and location, including deadline to vacate event space
• Equipment and supplies needed
• Time windows for vendor to be actively working/engaging with attendees or event staff
• Attendee event schedule to anticipate high-traffic times and determine when vendor staff must be available
• Venue rules and regulations applicable to each vendor
• Dress code for vendors

Exhibitors:

• Local transportation and accommodation suggestions, including any room block details
• Booth number, accompanied by exhibitor floor plan to identify booth location
• Rules and regulations such as booth size, signage, permitted materials, etc.
• Exhibit floor open hours, including anticipated high-traffic times to ensure booths are appropriately staffed
• Attendee event schedule to anticipate low-traffic times and opportunities for participating in other event activities outside of the exhibit floor
• Promotional presence, including where and when exhibitors will be promoted during your event to help them capitalize on these opportunities

• Local transportation and accommodation suggestions
• Booth and setup and teardown times and locations, including deadline to vacate event space
• Sponsor promotional content setup and teardown times, locations, and guidelines
• Rules and regulations such as booth size, signage, permitted materials, sponsor content guidelines, etc.
• Promotional presence, including where and when sponsors will be promoted during your event to help them capitalize on these opportunities
• Dress code for sponsors
• Local transportation and accommodation suggestions, including any room block details, as well as flights or other travel details if your planning team is organizing speakers’ travel to your location
• Check-in time(s) and location(s) for each speaking engagement to conduct sound checks, prep speakers, etc.
• Speaking schedule, including start/end time, location, and topic for each speaking engagement
• Audio-visual details, including equipment that will be available for speakers during their presentations
• Presentation materials or other supplies needed
• Travel and accommodation information if arranged by the planning team
• Attendee event schedule, including opportunities for participating in other event activities outside of speaking engagements
• Designated breaks and meal times, if speakers will be present for more than a few hours
• Promotional opportunities, including where and when speakers will be promoted during your event to help them capitalize on opportunities such as interviews, book signings, etc.
• Regulations and guidelines speakers must follow, including time limits, content restrictions, etc.
• Dress code for speakers

Event Itinerary Template for Attendees

Your attendees’ event itinerary must be clear and easy to follow and provide all the information attendees need to successfully navigate your event. The below event itinerary template includes all the details you should incorporate in your attendee itinerary.

Attendee Event Schedule:

• Your attendee itinerary should include a complete list of all available event activities, such as:
• Check-in and registration times and location
• Opening remarks and keynote speaker time, location, and description
• Session times, locations, and speakers
• Speaker bios and session descriptions so attendees know what to expect
• Exhibitor floor opening and closing times
• Networking and additional activities times and locations
• Special activities or add-ons available to select attendees
• Meal times and free periods
• Closing remarks/official event end

Need-to-Know Event Details:

• Room booking details for a room block or local options with convenient transportation to your venue
• Map of the venue, including a separate exhibitor floor map
• Contact details for an on-site representative or an information point for questions or assistance
• Wi-Fi details, charging stations, prohibited devices, and other tech-related information
• Transportation details, including shuttle services, parking information, local transportation options, etc.
• Sponsor and exhibitor details, including a list of all event sponsors and exhibitors (your attendee itinerary is a great place for promotion) and sponsored sessions or activities
• Venue accessibility information, including elevator access, ramp entrance locations, service animal guidance, sessions with closed captions or interpreters, etc.
• Dress code for attendees
• Local map or list of recommendations for meals, happy hours, and other activities outside of event hours

Smoother Planning and Execution with Event Technology

By now, you’re probably getting a feel for just how much work is involved in crafting an event itinerary. The best way to make things easier on yourself?

Event planner software ! According to a study by Enterprise Event Marketing, using event technology can increase attendance by 20% and productivity by 27%.

Now, this study was conducted in 2016, and event tech has only gotten more sophisticated, more customizable, and more robust since then, which means the positive impact of event tech has been growing in kind.

Not sure where to start with event technology or which solutions might work best for you? Here are just a few pieces of event tech that can help you throughout the planning process, including building your event itineraries:

• Event management software to help you manage the entire event planning, execution, and evaluation process
• Event marketing technology to manage all your event marketing efforts
• Content management software to help you communicate and collaborate with your event partners
• Event budget management software for all your event budgeting needs, from tracking expenses to proving ROI
• Mobile event apps to host all your event details, including your full attendee itinerary

Want a comprehensive list of the event tech available to planners today? Check out this blog post about event technology trends!

Hope Salvatori

Hope is a Senior Content Marketing Associate who has been with Cvent for more than two years. She has 8 years of experience producing content for corporations, small businesses, associations, nonprofits, and universities. As a content professional, she has created content for a wide range of industries, including meetings and events, government and defense, education, health, and more.

More Reading

Live event streaming: best practices and steps to success, the discovery of a lifetime – atlantis bahamas, kempinski hotel cancun: the premier fusion of business innovation and leisure.

The resources and staying power for a lasting partnership

Trusted by half of Fortune 500 companies

24/7 support  from our ~1,500 customer success team

Our  security and privacy  teams protect your data

Subscribe to our newsletter

What does a Meeting Planner do?

Published November 6, 2022 4 min read

A meeting planner is responsible for organizing and executing events and meetings. They work with clients to determine their needs and develop a plan that meets those needs. They also coordinate all aspects of the event, including logistics, catering, and entertainment.

Meeting Planner job duties include:

• Researching potential venues for meetings and events
• Coordinating with vendors to book services such as catering, equipment rental, and transportation
• Creating detailed timelines and itineraries for events
• Managing budgets and invoicing for event-related expenses
• Overseeing on-site event logistics and set-up
• Serving as the main point of contact for event attendees
• Resolving any issues that may arise during an event
• Gathering feedback from attendees after an event
• Generating reports evaluating the success of events

Meeting Planner Job Requirements

Most meeting planners have at least a bachelor's degree in hospitality, business, or a related field. Some employers may prefer candidates who have a master's degree in business administration (MBA) with a concentration in event management. In addition to formal education, meeting planners must have experience coordinating events and projects. They must be detail oriented and able to work well under pressure. Certification is not required, but it may give job seekers an edge over the competition. The Certified Meeting Professional (CMP) credential is the most common certification for meeting planners. To earn this credential, candidates must have at least three years of full-time meeting planning experience and pass an exam.

Meeting Planner Skills

• Time management
• Organization
• Communication
• Negotiation
• Flexibility
• Detail oriented
• Interpersonal skills
• Event planning

Related : Top Meeting Planner Skills: Definition and Examples

How to become a Meeting Planner

A meeting planner is a professional who helps coordinate all aspects of meetings and events. Planners work with clients to determine their needs and budget, and then they find the perfect venue and vendors to make the event happen.

If you’re interested in becoming a meeting planner, here are a few tips to get you started:

1. Get organized. Meeting planners need to be extremely organized in order to coordinate all the different elements of an event. Start by getting your own life in order – create a system for tracking tasks, deadlines, and expenses.

2. Learn how to negotiate. A big part of a meeting planner’s job is negotiating contracts with vendors. You need to be able to haggle for the best rates and terms while still maintaining good relationships with the vendors.

3. Build a network. Knowing the right people is essential for a meeting planner. Start networking now, both online and in person, so that you can build up a list of contacts in the industry. Attend industry events, join relevant professional organizations, and connect with other planners on social media.

4. Get some experience. While you don’t necessarily need experience to become a meeting planner, it will certainly help you in your career. Try volunteering to help plan events for local organizations, or see if you can shadow an experienced planner at work.

5. Be prepared to hustle. The meeting planning industry can be competitive, so you need to be prepared to work hard and market yourself effectively. Stay positive and always be ready to sell yourself and your services – remember, you’re the one in control of your success!

Related : Meeting Planner Resume Example

Related : Meeting Planner Interview Questions (With Example Answers)

Editorial staff

Brenna Goyette

Brenna is a certified professional resume writer, career expert, and the content manager of the ResumeCat team. She has a background in corporate recruiting and human resources and has been writing resumes for over 10 years. Brenna has experience in recruiting for tech, finance, and marketing roles and has a passion for helping people find their dream jobs. She creates expert resources to help job seekers write the best resumes and cover letters, land the job, and succeed in the workplace.

Similar articles

• Top 17 Meeting Planner Resume Objective Examples
• Top 11 Meeting Planner Certifications
• What does a Meeting Coordinator do?
• What does a Planner do?
• What does a Transportation Planner do?
• What does a Maintenance Planner do?

Travel Planner vs. Travel Agent: What Are the Differences?

Learn about the two careers and review some of the similarities and differences between them.

Travel planners and travel agents are two professions that help people plan and book their travel arrangements. Though both roles share some similarities, there are several key differences between them. In this article, we discuss the differences between a travel planner and a travel agent, and we provide tips for choosing the right professional for your needs.

What is a Travel Planner?

Travel Planners are responsible for arranging all aspects of a client’s travel, from booking flights and hotels to planning itineraries and activities. They work closely with clients to understand their travel needs and preferences, then use that information to create a custom travel plan. Travel Planners must be knowledgeable about destinations, transportation options, accommodation options and activity options in order to provide the best possible experience for their clients. They also need to be able to find the best deals and discounts on travel services to save their clients money.

What is a Travel Agent?

Travel Agents work with individuals and groups to plan and book travel accommodations, transportation and activities. They use their knowledge of destinations, resorts, airlines and tour operators to find the best travel options and create custom itineraries. Travel Agents often have first-hand experience with the locations they recommend, which helps them provide more accurate advice and recommendations to their clients. They also keep up-to-date on the latest industry news and developments to ensure that their clients are getting the most up-to-date information. Travel Agents typically work in travel agencies, but some may work remotely.

Travel Planner vs. Travel Agent

Here are the main differences between a travel planner and a travel agent.

Travel planners typically focus on the travel planning aspect of their job, while travel agents handle a variety of tasks related to traveling. Travel planners help clients create personalized itineraries based on their needs and preferences. They research destinations, plan transportation and accommodation details and advise clients about local regulations.

Travel agents perform customer service duties by helping travelers with common issues like lost tickets or flight rescheduling. They also provide travel planning services by advising clients on destinations and accommodations. Additionally, travel agents may book flights and other modes of transportation for their clients.

Job Requirements

Travel planners and travel agents typically need at least a high school diploma to enter the field. However, many employers prefer candidates who have a bachelor’s degree in tourism or hospitality. Some travel professionals also pursue certification through organizations like the American Society of Travel Agents (ASTA) or the National Association of Career Travel Agents (NACTA). These certifications can help travel professionals stand out to potential employers and show that they are serious about their career.

Work Environment

Travel planners and travel agents work in different environments. Travel agents typically work in an office setting, where they can access information about their clients’ travel plans and book flights, hotels or other transportation options for them. They may also meet with clients in person to discuss their travel needs and preferences.

Travel planners often work in a variety of settings, depending on the type of trip they’re planning. For example, if they’re planning a cruise, they might work from home or at a desk in an office building. If they’re planning a hiking trip, they might go to the location of the hike to scout out trails and plan activities for the group.

Travel planners and travel agents share some skills, such as customer service, communication and organizational skills. They both need to be able to understand the needs of their clients and provide them with options that meet those needs. Travel planners and travel agents also need to be able to keep track of many details at once and stay organized while they are making travel arrangements for their clients.

However, there are some differences in the skills needed for these jobs. Travel planners may need more research skills than travel agents as they often work with clients who are planning trips to destinations that they are not familiar with. Travel planners also need to be able to use computer software to book travel arrangements and create itineraries. Travel agents typically have access to booking systems that make it easier for them to find and book travel arrangements for their clients.

Travel planners can earn an average salary of $58,112 per year, while travel agents can earn an average salary of $44,694 per year. Both of these average salaries may vary depending on the size of the company at which you work, location of your job and the level of experience you have prior to pursuing either position.

Chemist vs. Biologist: What Are the Differences?

Group leader vs. team leader: what are the differences, you may also be interested in..., physiatrist vs. orthopedist: what are the differences, radiation therapist vs. dental hygienist: what are the differences, brand strategist vs. brand manager: what are the differences, layout artist vs. graphic designer: what are the differences.

Hosting the Perfect Familiarization Trip

• May 16, 2019
• Sales and Service

(this post was originally posted February 2018; this is the revised post here)

Some of your meeting planner prospects may be quite savvy on the FAM circuit, or this may be their first opportunity to be hosted.  Regardless of where your client is in their career and journey, there are some things you can keep in mind as host when planning a FAM trip.

Why are FAMs important?

For meeting planners, familiarization trips work because they provide a holistic view of what their program would look like in a destination – from ease of access, hotels and offsites, local beauty and amenities, and ease of doing business.  All factors contribute to a meeting planner’s decision to use a destination.  For site selection professionals, many of their clients lean on these industry experts to advise them on destination that make sense for their program’s goals. FAMs are education-based opportunities , not vacations.

As a host destination and/or event host, here are some things to keep in mind when you host your next FAM:

• One point of contact- while your FAM trip requires lots of partners in order to make it a success, designate one point of contact for both suppliers and the attendees. This will save on confusion during execution.
• Timing – it works best if you can offer FAMS at varying times of the year, so planners can somewhat “pick and choose” when they can come. If you can only host one FAM a year, you may benefit from moving the FAM around to different weeks or seasons to accommodate planner’s schedules.  There is one destination that I’m dying to go see on behalf of my clients, but they hold their FAM during the same week, every year, during my busiest month of the year.  For 10 years now, I’ve had to decline the opportunity to go see the destination.  Ironically, I haven’t booked a lot of business in this destination either.
• Vetting process – FAMs can be seen as “free vacays” by some inexperienced planners. By vetting the potential delegate, you may be able to qualify your delegates and ensure your fam is full of planners who truly have business aspirations for your destination.
• Pre-fam survey – conduct and execute a pre-fam survey with your delegates. Ask them key questions about their program(s), including size and demographics of delegates.  This will help your suppliers customize their talking points specifically for certain individuals.
• Work collaboratively – regardless of how you feel your particular service is the “best game in town”, ensure you work in tandem with the other hotels and offsite venues in your destination.  The first and foremost goal should be to get the planner to buy into the destination, not your particular service.
• Showcase unique local qualities – showing what’s unique to your destination may seem like a no-brainer, but ensure your offerings truly stand out as original. Are you a museum town?  How are you different from the other museum towns in the country?  Do you have a thriving wine region?  How do you set yourself apart from other wine regions?
• Agenda and timing
• Contact information for each facility, and for the hosts
• Social media handles for each facility
• Dress code for each day of the trip
• Average weather for the season
• Communication between partners – every stop on the tour wants to showcase their best, and they should be encouraged to do so. Have the partners communicate with one another (or use your “one point of contact”) about the plan for the day, especially menus.  While its great that all your partners are known for their fried chicken, the delegates likely do not want to eat fried chicken at three different places in one day.
• Downtime – many of your attendees are busy meeting planning professionals. Their life at the office doesn’t stop just because they took 3 days out of their schedule to see your destination.  Ensure you build in a few hours each day for delegates to catch up on email (or jet lag).
• Post-fam debrief – Conclude the familiarization trip experience by sending both a post-fam survey to your delegates, as well as your suppliers, to see what was impactful about the FAM, and what leaves room for improvement for the next one

Leanne’s Note – I recently attended a FAM during the destination’s most popular festiva l – it was an incredible experience and it really showcased the energy of the city.  Ensure your FAM participants understand the booking implications of booking their meetings around the festival time as opposed to other times of the year.

Some of the above tips may not work for your destination given the logistics, but many of these are achievable regardless of the duration of the familiarization trip or destination.  By employing many of these tips, you’ve set yourself up for a great return on your FAM investment.  Good luck with your FAMs this season!

RELATED  – The Value of A Site Visit

RELATED – Planner tips for a Successful Site Visit

RELATED – When Life Gives You Snow, Make Snow Angels

Related Posts

There's a common adage that's been making the rounds in the business world for years:…

As the world grows increasingly digitized, there's a quaint charm to voicemails. It's an intimate…

In the digital realm, your words are your lifeline. They're your handshake, your first impression,…

• previous post: 9 Tips for Achieving Hotel Sales Proposal Success in the Meetings Industry
• next post: Working With Association Meeting Planners

World Clock Meeting Planner

Find the best time to call people in other time zones.

• Pick date and locations
• Find a time
• Show details

Please note: if some of the participants are in the United Kingdom, you should select a city there (e.g., London), instead of UTC/GMT.

The United Kingdom is one hour ahead of GMT during Daylight Saving Time (DST), and this service will adjust for DST automatically.

Need some help?

Elsewhere on timeanddate.com

Event Time Announcer – Create New Event

The Event Time Announcer shows the local time in cities all over the world at a given time in the past or future. Can be shared with users worldwide.

Time Zone Converter – Time Difference Calculator

Find the exact time difference with the Time Zone Converter – Time Difference Calculator which converts the time difference between places and time zones all over the world.

Create Your Own Countdown

Make your own countdown to any date.

Get the time at any given coordinate on Earth, calculate time zone conversions.

Already planning to see the next solar eclipse in 2026? What travelers need to know.

Umbraphiles feeling the post-eclipse blues should start checking the expiration date on their passports.

The next total solar eclipse is set to happen on Aug. 12, 2026, over Greenland, Iceland, Spain, Russia and a small part of Portugal, according to NASA . 

In North America, only a partial eclipse will be visible, so if April’s event made you an eclipse chaser and you want to see totality, you’ll need to head overseas.

Start the day smarter. Get all the news you need in your inbox each morning.

Here’s what you’ll need to know before packing your bags:

Do you need a passport or visa for the best destination?

The path of totality for the 2026 eclipse mostly goes through places Americans can travel visa-free with their passport, so long as they’re planning to stay for less than 90 days.

Spain, Portugal, Iceland and Greenland all allow visa-free tourist travel for U.S. passport holders.

Spain, Portugal and Iceland are also members of the Schengen Area, which allows for visa-free travel in much of Europe, meaning if you decide to make a multi-country trip out of your eclipse adventure, you won’t need to clear customs if you’re coming from much of the rest of Europe, either.

One major change for travelers to Europe from the U.S., however, is that electronic preauthorization will become a requirement beginning in mid-2025. The European Travel Information and Authorization System (ETIAS) requirement will apply to all four open countries in the path of totality. 

Depending on the state of the Ukraine war, travel to Russia may or may not be an option for most Americans by 2026, so it’s unclear what the paperwork requirements will be by then.

Is it better to see it from the beach?

Beaches can be a great place to see the eclipse because there are few natural obstacles blocking observers’ views of the sky. The 2026 path of totality passes over beaches on Spain’s northern and southeastern coasts, as well as over islands in the Mediterranean Sea including Mallorca, Menorca and Ibiza. The eclipse will also pass over coastal areas in Greenland and Iceland, according to the National Solar Observatory . 

Cruising Altitude: What it was like to see the eclipse from a plane

Will there be eclipse cruises or flights?

Almost certainly, although most operators have not announced specific plans yet. 

Cruise lines will also offer more viewing opportunities. Princess Cruises “has created a bespoke itinerary aboard Sky Princess to position the ship near Spain on that date,” according to a spokesperson for the line. The cruise will open for bookings on Princess’s website on May 23.

Cunard Line has sailings on its Queen Mary 2 , Queen Victoria and Queen Anne vessels that will put passengers in prime spots to watch .

'The ship can move': Why you should watch next solar eclipses from a cruise ship

Holland America Line is also planning multiple sailings around the event, though details are still to be announced. “Guests have reacted positively to our 2024 eclipse cruises and with the next full eclipse in 2026 we plan to have three sailings in Europe that will align with the path of the eclipse,” Paul Grigsby, the line's vice president of Deployment & Itinerary Planning, previously told USA TODAY in an email.

This article originally appeared on USA TODAY: Already planning to see the next solar eclipse in 2026? What travelers need to know.

• International

April 11, 2024 - Israel-Hamas war

By Heather Chen , Antoinette Radford, Tori B. Powell , Aditi Sangal and Elise Hammond , CNN

Our live coverage of Israel's war on Hamas in Gaza has moved  here .

UN committee fails to reach consensus on full Palestinian membership, Security Council president says

From CNN’s Richard Roth and Michael Rios

A specialized UN committee failed to reach a consensus Thursday on Palestinian membership in the United Nations, according to the president of the UN Security Council.

Two-thirds of the committee members were in favor of moving on with membership, with many countries arguing that “Palestine fulfills all the criteria that are required” to be granted full state member status, Malta's Ambassador and Security Council President Vanessa Frazier said. 

She added that no one explicitly objected to the membership qualifications.

Frazier also said she would circulate a draft report on the deliberations as soon as Friday. If the committee doesn’t agree on the report, it could hold another meeting to iron out any differences.

Asked whether the process of deliberating Palestinian membership in the committee is now over, Frazier said, “Unless the next step of agreeing (to) the report of the committee warrants another meeting to iron out the differences, it’s not foreseen that there would be any further committee action.”

But she noted that any UN Security Council member can still table a resolution to vote on Palestinian membership at any time, regardless of the committee's report.

The US and Middle East brace for a possible Iran attack that could escalate the conflict. Here's the latest

From CNN staff

Concerns about a possible Iranian attack against Israel has prompted many diplomatic conversations around the globe.

Here are some developments on diplomacy around the threat of an attack:

• Iran's statement: The imperative for Tehran to "punish" Israel for the deadly strike on the Iranian consulate in Damascus last week might have been avoided if the attack had been condemned at the United Nations, Iran’s Mission to the UN said Thursday.
• US and UK diplomacy: US Secretary of State Antony Blinken spoke with the foreign ministers of Turkey, China and Saudi Arabia on Wednesday night and Thursday morning to tell them that countries should be urging Iran not to escalate the conflict in the Middle East after  threats made by Tehran against Israel,  according to a State Department spokesperson. The top US general for the Middle East is also in Israel . Additionally, Britain's foreign secretary warned his Iranian counterpart on Thursday that Tehran “must not draw” the Middle East into a wider conflict .
• Israel receives US support: Israeli Defense Minister Yoav Gallant spoke with Blinken and US Defense Secretary Lloyd Austin. The US officials expressed the country's support for Israel against Iranian threats. Gallant warned that such an attack could lead to a regional escalation.
• Travel restrictions: The US State Department restricted the travel of US government personnel in Israel in the wake of public threats against Israel by Iran. “The security environment remains complex and can change quickly depending on the political situation and recent events,” the alert noted. US officials  are on high alert  for a potential retaliatory strike by Iran or its proxies against Israel.

Meanwhile, here's some other updates:

• Hamas on hostages: A member of Hamas' political bureau said   a prisoner-hostage exchange is being discussed as part of larger ceasefire negotiations. "Part of negotiations is to reach a ceasefire agreement to have enough time and safety to collect final and more precise data" on the hostages held in Gaza, Basem Naim said in a statement on Thursday. "Because they (hostages) are in different palaces, (being held) by different groups, some of them are under the rubble killed with our own people, and we negotiate to get heavy equipment for this purpose."
• Updates on aid to Gaza: It is clear that Israel is working to ramp up humanitarian aid to Gaza, but it has not yet implemented all of the measures it has announced, a top United Nations humanitarian official said. Aid coming in trucks from Israel has to be "segregated from water, from food, from medical items" before it goes into Gaza, said Jamie McGoldrick, the UN’s humanitarian coordinator in Jerusalem. “Getting 400 trucks from Kerem Shalom doesn't mean 400 trucks go into Gaza,” he said, adding that the logistical complications are numerous, and take time to resolve. He also said Israel’s restrictions on movement inside the strip complicate matters.

Anera charity resumes work in Gaza after pausing when Israeli strike killed 7 World Central Kitchen staff

From CNN's Tala Alrajjal and Mohammed Tawfeeq

American Near East Refugee Aid (Anera) has resumed Gaza operations "after a temporary pause" following an airstrike that killed seven World Central Kitchen (WCK) aid workers on April 1.

"As you know, the decision to temporarily pause our operations was not an easy one. We followed the direction of our staff in Gaza, who've faced death, loss, and destruction since the start of the war," Sean Carroll, the president and CEO of Anera, said in a statement on Thursday. "After the killing of Anera staff member Mousa Shawwa , followed by the attack that killed seven aid workers from World Central Kitchen, we made the difficult but necessary decision to pause aid operations on April 2," Carroll added in the statement.

Carroll said Israeli authorities informed him during a meeting Thursday that "certain measures would be taken to protect humanitarian aid workers in Gaza – including Anera's staff."

"With the full support of our Gaza team, we have determined that the circumstances have changed sufficiently to resume our vital humanitarian work in Gaza," Carroll said. 

Anera on Thursday resumed "full operations in Gaza to deliver meals, food parcels, hygiene kits, tents, medical treatments, and more to families in dire need," according to the statement.

Iran says its imperative to punish Israel could have been avoided had UN Security Council condemned attack

From CNN’s Natalie Barr and Adam Pourahmadi

The imperative for Tehran to "punish" Israel for the deadly strike on the Iranian consulate in Damascus last week might have been avoided if the attack had been condemned at the United Nations, Iran’s Mission to the UN said Thursday.

“Had the UN Security Council condemned the Zionist regime’s reprehensible act of aggression on our diplomatic premises in Damascus and subsequently brought to justice its perpetrators, the imperative for Iran to punish this rogue regime might have been obviated," the  mission said on X.

The UN Secretary-General António Guterres condemned the attack on April 1, according to a statement from the UN spokesperson Stephan Dujarric. A Security Council discussion was held on April 2 to discuss the attack, but differences among members prevented any formal action or condemnation from taking place.

The United States is on high alert and actively preparing for a “significant” attack by Iran targeting Israeli or American assets in the region  in response to the strike in Damascus  that killed top Iranian commanders.

UK foreign secretary warns Iran not to draw Middle East into wider conflict

From CNN's Natalie Barr

Britain's foreign secretary warned his Iranian counterpart on Thursday that Tehran “must not draw” the Middle East into a wider conflict following a series of escalating threats made by Iran toward Israel.

British Foreign Secretary David Cameron told Iran's Foreign Minister Hossein Amir-Abdollahian that the United Kingdom was "deeply concerned about the potential for miscalculation leading to further violence. Iran should instead work to de-escalate and prevent further attacks," according to a post on X .

Iran's state-aligned Tasnim news agency on Thursday reported that Amir-Abdollahian had told Cameron that the silence from the UK and the United States following Israel’s attack on the Iranian consulate in Damascus last week only served to encourage Israel to continue waging war in Gaza and expand its conflict in the region.

US and Israeli defense leaders discuss fears of Iranian attack

From CNN’s Michael Conte in Washington, DC, Tamar Michaelis in Jerusalem and Larry Register in Atlanta

US Defense Secretary Lloyd Austin spoke with Israeli Defense Minister Yoav Gallant today to “reaffirm the US ironclad commitment to Israel’s security against threats from Iran and its proxies,” according to a Pentagon spokesperson.

The call comes a day after Iran's Supreme Leader Ayatollah Ali Khamenei said Israel " must be punished and it will be" following a strike on an Iranian embassy compound in Syria that killed seven Iranian officials.

Israel “will not tolerate an Iranian attack on its territory,” the statement read, adding that the two defense leaders also discussed detailed preparations “for an Iranian attack against the State of Israel.”

Gallant said an Iranian attack on Israel could lead to a regional escalation.

It is the second discussion held between Gallant and Austin over the past week, according to the statement. Gallant expressed his appreciation for Austin’s personal commitment to the security of the State of Israel and for the deepening cooperation between the defense establishments of both countries, as well as between the Israel Defense Forces and US CENTCOM.

State Department restricts personnel travel in Israel amid concerns over Iranian threats

From CNN's Jennifer Hansler

The US State Department has restricted the travel of US government personnel in Israel in the wake of public threats against Israel by Iran.

“Out of an abundance of caution, U.S. government employees and their family members are restricted from personal travel outside the greater Tel Aviv (including Herzliya, Netanya, and Even Yehuda), Jerusalem, and Be’er Sheva areas until further notice,” a  security alert  posted by the US Embassy Thursday said. “U.S. government personnel are authorized to transit between these three areas for personal travel.” “The security environment remains complex and can change quickly depending on the political situation and recent events,” the alert noted.

State Department spokesperson Matthew Miller said he would not “speak to the specific assessments that led to us to restrict our employees and family members’ personal travel, but clearly we are monitoring the threat environment in the Middle East and specifically in Israel.”

“We have seen Iran making public threats against Israel in the past few days,” Miller said. “Israel is in a very tough neighborhood and we have been monitoring the security situation. You saw us slightly adjust for travel warnings at the beginning of this conflict and we conduct ongoing assessments all the time about the situation on the ground.”

US officials are on high alert for a potential retaliatory strike by Iran or its proxies against Israel.

Hamas says ceasefire with Israel is essential to collect data on hostages held in Gaza by different groups

From CNN's Abeer Salman and Mohammed Tawfeeq

A member of Hamas' political bureau said   a prisoner-hostage exchange is being discussed as part of larger ceasefire negotiations.

"Part of negotiations is to reach a ceasefire agreement to have enough time and safety to collect final and more precise data" on the hostages held in Gaza Basem Naim said in a statement on Thursday. "Because they (hostages) are in different palaces, (being held) by different groups, some of them are under the rubble killed with our own people, and we negotiate to get heavy equipment for this purpose," he added.

Naim's statement was in response to questions from media outlets about whether Hamas has been rejecting the latest proposal, which was made in Cairo over the weekend, because it can not release 40 hostages in the first phase of a three-stage ceasefire deal.

According to an Israeli official and a source familiar with the discussions, Hamas indicated it is currently unable to identify and track down those 40 Israeli hostages, raising fears that more hostages may be dead than are publicly known. 

CNN's record of the conditions of the hostages also suggests there are fewer than 40 living hostages who meet the proposed criteria.

Please enable JavaScript for a better experience.

• Skip to main content
• Keyboard shortcuts for audio player

Solar eclipse 2024: Follow the path of totality

Solar eclipse, what you need to know to watch monday's total solar eclipse.

The NPR Network

A stunning celestial event is visible across the country Monday, when the moon crosses directly in front of the sun: a total solar eclipse. For those in the path of totality, there will be a few brief moments when the moon completely covers the sun and the world becomes dark.

Traveling for totality? Skip ahead.

This will be the last chance to catch a total solar eclipse in the continental U.S. for about 20 years, so here's what you need to know to safely enjoy!

When is the eclipse?

April 8, 2024 there will be a total solar eclipse that crosses from the Pacific coast of Mexico through the United States.

What is totality and why it matters

According to NASA , totality will start around 11:07 a.m. PDT/1:07 EDT in Mexico and leave Maine at around 1:30 pm PDT/3:30 pm EDT.

Here's what time the eclipse will be visible in your region

Check out this table for when the partial eclipse and totality are visible in each region or check by zip code here.

A partial solar eclipse will be visible across the contiguous United States, so even if you're not directly in the path, you should be able to see something special, weather permitting.

Unable to get to totality? We'll be sharing highlights here from across the NPR Network throughout the day Monday if you can't see it in real time.

Where to see totality?

More than 30 million people live in the path of totality for Monday's eclipse, and many more in nearby areas.

Here's what we know about Monday's weather forecast.

Why totality matters

As NPR's Neil Greenfieldboyce explains , "During a total eclipse, the sky darkens suddenly and dramatically . The temperature drops. Stars come out. Beautiful colors appear around the horizon. And the once-familiar sun becomes a black void in the sky surrounded by the glowing corona — that's the ghostly white ring that is the sun's atmosphere."

Eclipse Science

For april's eclipse, going from 'meh' to 'omg' might mean just driving across town.

A partial eclipse, while still a fun experience, is hardly as dramatic. Those with a view of the partial eclipse will see crescent-shaped shadows like those seen here in 2017.

How to watch safely

If you plan to look directly at the eclipse (partial or totality), you're going to need eclipse glasses handy because looking directly at the sun without proper protection ( traditional sunglasses don't count! ) can be harmful to your eyes.

The perfect celestial soundtrack to the total solar eclipse

As NPR's Joe Hernandez explains, "Proper eye protection must be worn throughout a total solar eclipse — except for the roughly 3 1/2 to 4 minutes when the moon fully obscures the sun, a brief period known as 'totality.' (You will need to take your glasses off during totality to actually see it.)"

If you don't have access to eclipse glasses, you can get crafty with things you have around the house ( like some of us did back in 2017!) More on that here.

Traveling for totality?

The celestial event is driving a ton of domestic travel to the path of totality. If you're headed out of town to view the eclipse, here are some NPR Network resources for areas in the path of totality:

Texas The path of totality crosses through the Lone Star State, with some areas expecting a possible influx of visitors in the hundreds of thousands to catch prime viewing. Our member stations across the state have gathered local resources to help you navigate the region and the eclipse!

• San Antonio: Check out the latest from Texas Public Radio
• Dallas: Explore KERA's coverage for the latest
• Austin: Head to KUT for the best local resources

Arkansas The eclipse will be cutting through the state, putting Little Rock in the path of totality. Check out Little Rock Public Radio for local resources.

The southwestern edge of the state will be well-positioned to witness the total solar eclipse this year. Kentucky Public Radio is covering the eclipse throughout the region, from Kentuckiana eclipse mania to the University of Louisville's free class about the celestial event. Keep an eye on WKMS for the latest local updates.

Missouri The southeastern corner of the state will be in the path of totality, crossing across towns like Whitewater and Ste. Genevieve. Head to St. Louis Public Radio for local coverage and resources. Illinois Carbondale seems to have won the eclipse lottery, being in the path of totality both in 2017 and for this year's eclipse . For resources from across the state, check out Illinois Public Media .

Indiana A huge portion of the state will be within the path of totality, giving cities across Indiana, including Bloomington and Indianapolis, prime viewing of the eclipse.

• Bloomington: Check out Indiana Public Media
• Indianapolis: Head to WFYI for the latest
• Fort Wayne: Just north of the path of totality, WBOI has resources for the Allen County area

Ohio The Buckeye State is getting bisected by this year's path of totality, plunging a number of the state's most populous areas into darkness for a few minutes on Monday.

• Cleveland: Head to Ideastream Public Media for the latest.
• Columbus: With the capital city just south of totality, head to WOSU for regional resources.
• Cincinnati: Totality will just miss the border town. Here are some tips from WVXU on how to navigate the eclipse in the region.

Pennsylvania Only the northwestern-most corner of the state will catch totality, with views from the lakeside in Erie being particularly well-positioned for a stunning viewing experience. WESA has more from across the region.

Plan to watch the eclipse from a wild mountain summit? Be ready for harsh conditions

New York Buffalo, Rochester, Syracuse and Plattsburgh will fall under the path of totality on Monday. If you're planning to travel to the region for the best views, here are some local resources to stay safe and informed:

• Buffalo: Head to WBFO for the latest
• Syracuse: WAER has more on plans in the Salt City
• North Country: NCPR has the latest from across the region, as well as information on local viewing events to check out

Vermont The Green Mountain State will see totality across its most populous region, including Burlington and Montpelier, as well as the Northeast Kingdom on the Canadian border. Vermont Public has everything you need to know to navigate your time in the region to enjoy the eclipse safely. New Hampshire The northernmost region of the Granite State will be in the path of totality, providing prime viewing to those in Coos County. NHPR has info on local events, travel updates as well as special coverage with New Hampshire Public Television. Maine The last state in the path of totality in the U.S., much of Northern Maine will be positioned for prime viewing. The rural region is preparing for an influx of visitors, and safety officials are encouraging visitors and locals alike to be prepared. Maine Public will be covering the eclipse and has everything you need to know to navigate the region safely.

How to document the eclipse safely

With the ease of cell photography , it can be tempting to reach for your phone to document the eclipse and the moments of totality, but make sure to do so safely.

As NPR's Scott Neuman explains , "For starters, you'll need to wear eclipse glasses or similar protective eye gear while aiming your camera or even just observing the eclipse."

Feeling ambitious? Here are a few more tips.

Or if you're not inclined to capture the moment visually, you lean into some other forms of creative expression. Indiana, for example, has named Linda Neal Reising the official poet in the state for this year's eclipse.

As former NPR reporter and eclipse superfan David Baron shared with Life Kit , viewing totality "[is] like you've left the solar system and are looking back from some other world."

So consider focusing on being present in the moment to enjoy the celestial spectacle.

More resources to enjoy the eclipse

• Sharing the eclipse with tiny humans? Check out these kid-friendly total solar eclipse learning guides from Vermont Public's But Why, and this great explainer from KERA Kids on the difference between a solar and a lunar eclipse.
• Want to see how a solar eclipse alters colors? Wear red and green on Monday
• Plan to wander into the wild for the best view? Here are some tips from outdoor experts.
• Tips from Bill Nye on the best ways to enjoy the eclipse.

NPR will be sharing highlights here from across the NPR Network throughout the day Monday if you're unable to get out and see it in real time. NPR's Emily Alfin Johnson compiled these resources.

• 2024 eclipse