Meeting Planner Careers

It’s no secret that ambiance and scenery help to create the proper mood for an event, but now a study by The Deck at the National Theatre confirms just how important it is for meeting planners in selecting a  location.  The study was highlighted in the article, Planners prefer room with a view, says research,  in which participants were asked to identify the leading factors when selecting a venue for their event.  Among their choices were: scenery and setting, ambiance, flexible facilities, quality of catering and service.  For a large majority, scenery and setting ranked higher than quality of catering and service. 

“The survey also revealed that given the right vista, bookers are also very keen to utilise outdoor spaces, whether for pre-dinner drinks, backdrops for photographs, a change of scenery or simply a breath of fresh air.”

When you think about it, it actually makes perfect sense.  The one sure fire way to create a memorable event is to host it at a memorable location.  Setting and ambiance definitely set the tone and create the energy that will fuel the event.  More importantly, the announcement of an event to be held at a unique location tends to create anticipatory buzz and increased participation. 

Let’s try this example…   

You receive two invitations for corporate events.  One function is being held at a local high-end hotel.  You know the drill, cocktail reception in the lobby waiting area, open to the ballroom with standard setup, rubber chicken and mediocre service. Second function is being held aboard a cruise ship.  Private reception on deck, ocean breeze blowing, sky blanketed with a thousand stars, to be followed by gourmet meal in a lavish dining room and ending the night with a spectacular Broadway-style show.    Which would you get excited about attending?  Now what if the cost for the second option was comparable to and in many cases less than the first?   

Cruise ships are also able to provide one thing many hotels simply can’t…CHOICES.  Whether you want an outdoor reception in the middle of the ocean, a variety private meeting venues with state of the art equipment (included at no additional cost), or a customized program for your guests, cruise ships can usually accommodate most requests.  In addition, with the world as your backdrop, there’s no better way to create the perfect ambiance and setting.

Given the limitless possibilities, is there any reason not to CRUISE into your next corporate event or meeting?

Meeting planners are starting to move up in the corporate world, but there are still ceilings placed on many meeting planners without an education. This is just one of the many reasons why all meeting planners should immediately start seeking part time education options, but here are a few more:

• Other opportunities await the organized – Meeting planning takes organization, but so do many other jobs. Whether it is a different career path altogether or a change of position with the same company, an education is a great idea for meeting planners looking to take on new challenges.
• Professional growth – Sometimes we do not know how much we can handle until we are pushed beyond our limits. Adding new tasks to our lives makes us better people and teaches us new time management skills, both of which are valuable assets to any meeting planner.
• Self image – While meeting planning is a growing field right now, it could very well shrink in 10 or 20 years in much the same way that realty is shrinking. Like realtors, a sudden change in the market could put meeting planners on a new career path. Having a positive self image could help make the rebound that much easier and potentially safer.

Cruise events and meetings at sea are becoming the new norm, and that means that meeting planners that are moving up in the world might get a chance to go along for the excursion. Not a bad fringe benefit, but it is certainly not one that many people would have expected of a job that was relegated to low- to mid-level employees until recently. The changing economic climate is altering the relative position of most meeting planners in the corporate ladder, and the result is that more meeting planners are being brought closer to the top of the corporate ladder than ever before.

With that elevation does come some perks and responsibilities, but one of the perks actually is a responsibility. Luckily, meeting planners that plan great cruise events are in such high demand that the entire affair does seem to blur the lines between duty and responsibility, which is not at all uncommon when discussing cruise meetings in general. After all, where can someone walk 2 minutes out of a world-class meeting room with an unparalleled view and end up in a mall with several 4+ star restaurants, a world-class gym and more? Maybe in Vegas, but the views there rarely change while cruise ships offer a new view every day and some of the most amazing sunsets and sun rises on the planet.

If you are a meeting planner and this sounds like your idea of a dream job then get ready to start tailoring your resume!

Everyone in the office has some levels of responsibility when it comes to ensuring the collective well-being of the office. Part of that well-being is ensuring that there are plenty of incentives for workers to remain loyal and perform at or above expectations.

While the majority of what motivates workers tends to be financial or related to benefits, there are some things that meeting planners can do to influence motivation. Some offices may give meeting planners the freedom to implement these ideas on their own, while others may require running the following ideas by the powers that be. Use your own discretion when deciding how to go about implementing any or all of the following ideas:

• Special coffees – Many coffee vendors offer special flavors at prices that are only marginally more expensive than non-flavored coffee. For a few dollars a month the powers that be could win a lot of hearts and minds. There’s little like vanilla or hazelnut coffee in the morning.
• Seating arrangements – Some people have peculiar desires when it comes to seating, while others have more obvious desires. Some want to be next to the boss so they can have their ideas heard, others might want to be seated next to that attractive new receptionist, and just about everyone wants to be seated as far away from Flatulent Freddy from finance. Find a fair way to determine who gets to sit where when competition arises and see how inspirational meeting planning can be.

Meeting planners have long since been in charge of arranging events and planning meetings both on and off-site, but cruise meetings might be something new and unexpected. There are some perks to planning cruise meetings that not everyone knows, and some might be best to keep under your hat. For example:

• The concierge service – The concierge service can actually do most of the organization work for you! Don’t tell the boss, but be sure to offer lavish compliments upon the concierge and let their boss know just how much you appreciate them taking the work off your plate.
• Catering options galore – While most meeting planners have to organize catering before the event, most cruise ships have plenty of on the fly catering options. Catering can (and probably should) still be arranged before leaving port, but the concierge service can make everything a snap.
• Travel networks and discounts – One of the best aspects about hosting meetings at sea is that cruise lines tend to have affiliations with airlines. This is not always the case so be sure to ask, but in most cases the product is nothing short of savings!
• Who needs Kinkos? Most business trips and meetings at sea can come with fully prepared documents, binders, and virtually anything else at a price that is hard to compete with. No more runs to Kinkos to get presentations prepared!

Meeting planners are in demand, but there are different paths to success. Some people choose to start at smaller companies as a meeting planner with modest job requirements and salaries and have the option to grow into other possible roles later or to move on. Others plan on working directly for major companies that offer lucrative salaries right off the bat in exchange for competent meeting planners that are willing to give it their all.

For new meeting planners this might almost seem like there are two completely different jobs in two completely different industries, but it is not a choice unlike those faced by paralegals, bookkeepers, or other office professionals.

There is no reason that a new meeting planner could not start small and work their way up, but not everyone aspires to spend years as a meeting planner. Some change that view after a few short weeks on the job, and may even launch their own business as a freelance meeting planner. Others start in the corporate meeting planning field only to feel as if they have attached themselves to shooting comets or raging tempests of information, appointments, facts, protocols, etiquette, and rules. Some start on the low end of the spectrum with smaller businesses and dislike the requirement that they were so many proverbial hats, but that is how small and medium sized businesses tend to be in order to get by.

Ultimately the choice can be a fateful one, but a little tenacity can go a long way.

Meeting planning is becoming increasingly important and many businesses are starting to realize the value of hosting off-site events. In the past it would have sufficed to simply send out e-mails or brochures, but today companies are left with larger gambles. This often entails deciding whether to host offsite events or just retreat behind financial walls that seem safer. Nobody ever got rich by playing it safe, so most companies with an ounce or more of leadership are hiring meeting planners that want to go places.

Why? Because that’s where the meetings are going to be, but what does that mean for the meeting planners?

On the surface it means that the meeting planners will have to start getting acquainted with planning meetings in other cities, states, and possibly even countries. This could entail a lot of learning including language, cultures, customs, legal issues, advertising, and even more. The role of the meeting planner is certainly evolving for those that can evolve with it. Those that are not prepared to evolve may be left behind, but it would seem that there are plenty of companies willing to hire second tier meeting planners that are not ready for the prime time.

If you are considering a career as a meeting planner and are interested in a career that goes places, you simply need the motivation it takes to start learning about the travel industry as well as languages, cultures, and customs.

A freelance meeting planner might seem like a glamorous job at the outset, but nothing good comes without a catch. Getting to rub shoulders with the elite and make a great living obviously comes with some serious responsibilities, including:

• Most successful freelance meeting planners try to wake up early in the morning so that they can get a head start on what typically proves to be a busy day. It also helps to be up and awake when business starts in New York, and working when things in Los Angeles start to slow down as that provides access to an entire country of companies needing meeting planners.
• Top notch meeting planners are well equipped with a desktop, a laptop, a smartphone, and plenty of notepads ready to take down notes with almost no notice. Why? Because the best meeting planners know that asking twice is a no-no.
• Unlimited phone access is important for a freelance meeting planner as they are often on the go. This means multiple batteries, unlimited long distance, and often more than one phone. Being connected equals making money for a freelance meeting planner.
• Reliable transportation is also critical for any freelance meeting planner. Some people feel that just because they work out of their home that a reliable vehicle is not important, but they are wrong. Not only are they wrong if they are meeting planners, but they need to keep in mind that image is important.

When corporations dedicate precious financial resources to meeting planning and events, they want to make certain that they get a good return on their investment. For this reason, it is vitally important that meeting planners work diligently to ensure that the greatest number of participants as possible attend the scheduled meeting or event. There are several ways in which meeting planners can promote the event and encourage participation. Personal contact is always important; therefore, meeting planners can make reminder calls to participants once invitations to the event have been sent. Word-of-mouth recommendations can have quite an impact on participation.

Not only is personal contact an excellent way to reach potential event participants, but social media sites and other technology may also be utilized by a meeting planner. Many individuals have accounts with social media sites such as Twitter, LinkedIn, and Facebook. Meeting planners should take advantage of these social media sites by using them to promote the upcoming meeting or event. Additionally, meeting planners can send email reminders to participants or they may even promote the event on their blog. Furthermore, posting information about the event on the corporation's website or a custom website is also a great way to remind participants of the upcoming event and encourage participation.