Meeting Planning Professionals

What a meeting planner does

The work runs from the first question (why are we meeting?) to the follow-up after everyone has gone home. A meeting planner usually handles these jobs, alone or with a team. In a small organization one person does all of them; in a large one the jobs are split between planners, sourcing specialists and coordinators, and the planner's main task is to keep the pieces moving together.

• Define the purpose and format

  Agree the goal, the audience, whether the meeting is in person, virtual or hybrid, and how success will be judged.

• Source venues and suppliers

  Find and compare venues, send requests for proposals, negotiate and book catering, audiovisual and transport.

• Build the program

  Shape the agenda, schedule sessions and speakers, and leave room for breaks and conversation.

• Run registration and travel

  Open registration, handle approvals and payments where they apply, and coordinate attendee travel and rooms.

• Manage the budget

  Track every cost against the plan and report the final numbers to the sponsor of the meeting.

• Run the meeting and follow up

  Manage the day, handle problems quietly, then collect feedback and report results.

Meeting planner, event planner and coordinator

The titles overlap, and employers use them loosely. A useful way to tell them apart is the kind of gathering and the level of responsibility, not the name on the card. These are general descriptions, not official definitions.

The U.S. Bureau of Labor Statistics groups meeting, convention and event planners in one occupation, and describes it as arranging all aspects of events and professional gatherings (BLS Occupational Outlook Handbook, page read on 2026-10-27). In everyday use, the words split as in the table.

Skills a meeting planner needs

Most of the skill is organizational, and most of it can be learned on the job. These are the ones that show up in every meeting:

• Negotiation

  Venue and supplier contracts have terms worth negotiating, such as dates, minimums and cancellation. Ask what can be changed.

  Event contract template

• Budgeting

  Estimate every line, keep a contingency and track real spend against the plan.

  Event budget guide

• Communication

  A meeting planner talks to executives, speakers, venues and attendees, usually in the same hour.

• Time and detail

  Dozens of dates and deliverables run at once. A planner who keeps a clear schedule is the one others rely on.

• Problem solving

  A speaker cancels, a room is double-booked or the projector fails. Calm and a back-up plan matter more than perfection.

• Technology

  Registration, scheduling, mobile apps and reports all run on software today. See the planner tools guide.

  Event planner tools

A typical meeting planning timeline

Timelines depend on size: a large conference needs a long lead time, while a team meeting can be set up in less. This table shows the order of work, which holds at any size. Replace the lead times with your own. For the full method, read the event planning process guide.

A meeting planner checklist

Use this as a working list. Add the items your organization requires, such as approvals or travel policy steps.

1. 1

   Write the brief

   Purpose, audience, date window, budget, approvers and what success looks like, all on one page.

   Event brief template
2. 2

   Send RFPs and compare venues

   Use the template below, and compare responses on the same criteria, not on price alone.

3. 3

   Sign the venue contract

   Read the attrition, cancellation and food and beverage terms before you sign, and ask a lawyer or your procurement team to review.

4. 4

   Build and publish the agenda

   Sessions, speakers, breaks, and a clear start time, shared with attendees early.

   Conference agenda guide
5. 5

   Open registration

   Collect only the details you need, confirm each registration and track the count against the room.

   Event registration form
6. 6

   Confirm suppliers and equipment

   Catering, audiovisual, signage and transport, each with a named contact and a delivery time.

7. 7

   Write the run of show

   A minute-by-minute plan for the day with a name beside every task.

   Event logistics checklist
8. 8

   Check in and run the day

   Scan or tick off guests, keep the schedule and have a plan for late arrivals.

9. 9

   Follow up

   Thank attendees, send materials, collect feedback and report against the goal.

   Event follow-up email

A request-for-proposal template for venues

An RFP asks several venues to bid on the same requirements, so you can compare them fairly. Fill in the blanks and send the same document to each venue. Ask your legal or procurement team whether your organization requires a particular format.

REQUEST FOR PROPOSAL: MEETING VENUE
From: [Your name, organization, email, phone]
Sent: [Date]   Response needed by: [Date]

1. THE MEETING
Name: [Meeting name]   Type: [Conference / sales kickoff / board / training]
Purpose in one line: [Purpose]
Expected attendees: [Number, and whether it may change]
Format: [In person / hybrid]

2. DATES
Preferred dates: [Dates]   Flexible by: [Days]
Arrival day: [Date]   Departure day: [Date]

3. MEETING SPACE
General session room: [Seating style, capacity]
Breakout rooms: [Number, capacity, style]
Registration or foyer area: [Yes / No]
Setup access needed: [Date and time]

4. SLEEPING ROOMS (if needed)
Room nights per night: [Number]   Room types: [Types]
Group rate requested: [Yes / No]   Cutoff date: [Date]

5. FOOD AND BEVERAGE
Meals: [Breakfast / lunch / dinner / breaks]
Dietary needs: [Handling process]
Minimum spend rules to explain: [Ask the venue]

6. AUDIOVISUAL AND TECHNOLOGY
Wifi needs: [Number of devices, streaming needs]
AV: [Projectors, microphones, recording, in-house or outside supplier]

7. ACCESSIBILITY
Step-free access, assistive listening, quiet spaces: [Questions for the venue]

8. PLEASE TELL US
Total estimated cost, itemized: [Venue to complete]
What is included and what is extra: [Venue to complete]
Deposit, payment schedule and cancellation terms: [Venue to complete]
Attrition or minimum commitments: [Venue to complete]
Other events on our dates: [Venue to complete]
References from similar meetings: [Venue to complete]

9. HOW WE WILL DECIDE
Criteria: [Location, cost, space, service, flexibility]
Decision date: [Date]   Contact for questions: [Name, email]

Tools for meeting planners on Eventdex

A meeting needs registration, an agenda and a way to check people in. Eventdex's pages describe these parts. They do not describe venue sourcing or RFP management, which this guide handles with the template above.

• Registration and tickets

  Registration pages with ticket types, promo codes and payments for meetings with paid or free places.

  Event registration software

• Agenda and sessions

  Build the schedule and sessions, then publish them to the event app.

  Event planning software

• Conferences

  The solution page for running a conference, with the tools organized by task.

  Conference software

• Check-in and badges

  Scan attendees in and print badges on demand.

  Check-in and badge printing