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Conference Coordinator Resume Samples
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0-5 years of experience
Executed all communications, event planning, budget, and logistics for five-day Global Marine Protected
Area (MPA) Enforcement Conference.
- Created and monitored registration process for 200 attendees.
- Cultivated and vetted over 50 speakers, representing 35 counties and six continents.
- Negotiated all room sales, catering, and banquet contracts with host hotel.
- Recruited corporate sponsors for Technology Expo, totaling $25,000 in additional revenue.
- Trained and supervised on-site staff of ten.
0-5 years of experience
Coordinated conferences, meetings, workshops, retreats and more at an average event cost of $20K
- Negotiated hotel contracts; reviewed and analyzed bids; wrote proposals; booked client lodging and meetings; primarily with multiple NASA center clients across seven states
- Coordinated & compiled meeting conference materials for meeting events serving 100 to 800 attendees
- Sole point of contact for all American Express billing reconciliation; included both conference and work team expenses – invoicing averages $200K monthly/$2.4MM annually
- Developed status report that monitored travel payments and reimbursements distributed to Group Lead weekly; effectiveness of report reduced late payment inquiries and complaints by 90%.
0-5 years of experience
Communicated directly with small, medium and enterprise level business and government agency customers in both English and Spanish
- Analyzed customers’ current accounts and recommend additional conference services
- Provided professional, timely, and accurate delivery of service to all customers at all times, resulting being in the top 10% in statistical reports
- Managed conference bridges and calls to ensure the highest level of quality
- Processed and established call reservations for future conferences
- Adhered to the Verizon Information Security Policy
0-5 years of experience
A University service generating $1,000,000 in revenue and 10,000 summer guests provides an array of event management services both regionally and nationally. CAES staff coordinates housing, dining, parking, transportation, and an array of technological support.
- Oversaw and supervised front desk operations as well as linen ordering process and inventory
- Trained, supervised and conducted weekly one-on-one meetings with 10 conference assistants
- Served as liaison for off-campus receptions and events for summer conference clients
- Assisted with responding to emergencies, complaints, incidents, and problems for clients or guests
- Worked with the Summer Conference Coordinator to create summer policies and procedures to maximize efficiency, encourage accuracy, and ensure customer satisfaction
0-5 years of experience
Successfully executed over 20 events and camps with a participant range of 30-100 individuals.
- Acted as a direct liaison between the department and clients.
- Planned event logistics including housing, transportation, meal plans, and equipment rental and set up.
- Collected and maintained financial data for billing consolidation.
- Created and implemented innovations to department procedures.
- Developed customer service skills adaptable to a diverse client base.
- Proficient in Microsoft Office ( Outlook, Word, Excel, Access)
- Experience with the following software systems: Cvent, Salesforce, Delphi, Meeting Room Manager, Adobe Acrobat, Sugar
0-5 years of experience
Managed 45 conferences each year for 15 car dealership groups with 20 members in each group
- Assistant to two executive conference moderators for each conference
- Administered monthly financial statements for all members in each group
- Negotiated and contracted with restaurants, golf courses, dinner cruise ships, and fishing boats etc., for off-site group events
- Received the Award of Excellence for demonstrated dedication, professionalism, and passionate commitment
0-5 years of experience
Coordinated and facilitated the NATO/G8 Summits 2012, Asia Pacific Economic Cooperation (APEC) 2011 and the Antarctic Treaty Consultative Meeting and Major Economies Forum on Energy and Climate -2010.
- Researched venues, vendors, and design ideas for clients, ensuring venue specifications closely align with the needs of the clients.
- Monitored expenditures and managed budget and procurement for the event. Negotiated contract for venues and accommodations.
- Worked hand-in-hand with vendors negotiating contracts and ensuring proper delivery of service and product.
- Recommended remedial actions on all contracts and agreements for events ensuring that each vendor is appropriate for the event and within budget guidelines
0-5 years of experience
Managed conference of 1600 participants while supporting their need to attend selected workshops
- Developed and wrote program materials to publicize and market conference
- Liaison between Philadelphia Police and Office of Deputy Managing Director
- Coordinated, established and appropriated funding resources for community development projects
- Organized and facilitated steering committee assemblage
- Established and planned community networking events
- Collaborated with various grant funded agencies establishing a viable working relation
- Assisted grantees with grant proposal preparation
0-5 years of experience
- Coordinated an annual professional training conference which raised $6 million for the city of Ann Arbor
- Managed a staff of 80 employees in departments including concierge service, shuttle service and event management
- Served as a direct contact for conference participants with questions, requests and concerns
- Designed and implemented a security strategy to manage alcohol service in compliance with university policies
0-5 years of experience
Set up an existing conference facility and built the business from the ground up to profitability in three
years
- Responsible for marketing, budgeting, forecasting, invoicing, cost control, and developing conference
- Managed audio-visual upgrade project and relationship with vendor
- Supervised two full-time conference center staff
- Conducted research and advised owners on event trends
- Managed the collection, processing, and dissemination of all client orders
0-5 years of experience
Planned and organized multiple conferences
- Prepared invoices and billing documents for clients
- Maintained constant e-mail and phone communication with clients
- Designed weekly newsletters and created Excel spreadsheets.
- Produced and presented reports on a weekly basis
- Solved issues quickly and effectively to ensure client satisfaction
6-10 years of experience
Booked event and worked to raise awareness and drive high levels of attendance and participation by targeted audience.
- Advised on new ideas to generate revenue for various clientele.
- Worked with various corporate/field marketing managers to determine appropriate customized programs and strategies for various market segments.
- Researched various host sites and provided guidance of amenities, cost, and size for each potential conference site.
- Organizing and managing all staffing and catering requirements at the conferences.
- Coordinated and provided project management to ensure event success.
0-5 years of experience
- Negotiated, managed and oversaw the planning and implementation of Christian women’s conferences.
- Acted as liaison between venues, production, media and talent.
- Recruited, managed & trained 150+ conference volunteers for over 40 events.
- Worked with product manager & graphic designer to design, select and market merchandise.
0-5 years of experience
- Planned and coordinated all aspects of events for University and non-University clients.
- Managed full-service conference programs.
- Directed required campus service providers and external vendors in event production.
- Determined fees and worked with budgets to create contracts for non-University clients.
- Provided on-site event management.
Conference Coordinator Duties and Responsibilities
All kinds of different organizations hold conferences—political groups, professional associations, and academic institutions, to name a few—so the nature of a coordinator’s job varies. However, certain core tasks are staples of the position. Based on listings we analyzed, here are some of the most typical things conference coordinators can expect to do:
Develop a Plan Working with the leaders of the group sponsoring the gathering, conference coordinators come up with a theme for the event and plan activities. They may decide, for instance, to make a keynote speaker the focus of the day’s activities followed by roundtable discussions in groups of 20.
Book Speakers Before they can promote the conference, coordinators have to secure the participation of experts and others who will speak or lead. This may involve the conference coordinator contacting these parties directly or talking to their public relations representatives. Other actions could include putting out requests for possible presenters, such as biologists who’d like to showcase their discoveries at a scientific conference.
Secure a Venue Taking the number of participants and the types of activities going on into account, the coordinator researches possible locations at which to hold the conference. Visiting the actual facility and talking with representatives from the establishment helps in the decision-making process.
Make Travel Arrangements When guests are attending from outside the region, the conference coordinator looks into booking blocks of rooms at nearby hotels at a discounted rate. Other jobs may include organizing shuttle service to and from the airport, transporting people to the conference, and offering social activities for downtime. The conference coordinator may even make flight arrangements for speakers and create their itinerary.
Publicize When details are finalized, the conference coordinator may send out information to interested parties. This might involve mailing literature on the conference’s date, location, and purpose to people who are already members of the sponsoring group, such as restaurant owners who belong to a trade association for the food and beverage industry. It also could mean spreading word of the conference in general to individuals or groups with possible interest, such as informing teachers of a conference on new ways to incorporate technology into the classroom.
Organize Activities The conference itself presents the coordinator with a flurry of tasks both on the days it is being held and the time leading up to it. Responsibilities can include handling registration, selecting food, providing accurate head counts, putting together packets, allocating speaking time, issuing name tags, determining the layout of rooms, and securing audio-visual equipment.
Analyzing Following the event, the conference coordinator may seek feedback from participants. This information can be helpful in planning future gatherings. The coordinator and the sponsors of the conference usually convene to discuss how things went and to settle any financial matters.
Conference Coordinator Skills and Qualifications
Only detail-oriented individuals with the ability to see projects through from start to finish need apply for conference coordinator positions. Multitasking is a way of life when you’re in charge of so many different things, and superior organizational abilities are a must. Other desirable abilities include:
- Interpersonal skills – dealing with vendors, guests, speakers, and the like requires clear communication and a friendly demeanor
- Collaboration – working seamlessly with both members of your own team and outside parties ensures everyone is on the same page and committed to an outstanding outcome
- Negotiation – to get satisfactory rates and services requires conference coordinators to discuss terms until an agreement can be reached
- Thinking on your feet – when those best-laid plans of conference coordinators go awry, the ability to generate solutions quickly can get the gathering back on track
Conference Coordinator Education and Training
Most conference coordinators hold a bachelor’s degree, oftentimes in meeting and event management. Other popular majors include business, communications, and hospitality. To increase job prospects or further their careers, candidates also may obtain a Certified Meeting Professional (CMP) credential that involves a mixture of experience, continuing education, and passing an exam.
Conference Coordinator Salary and Outlook
The national median annual salary for conference coordinators, categorized by the Bureau of Labor Statistics (BLS) under “meeting, convention, and event planners,” is $47,350. Workers in the 10th percentile earn less than $25,670, and the highest paid make more than $83,000. Demand for professionally planned conferences looks promising. The BLS projects an increase of 11 percent for the industry between 2016 and 2026.
Conference Coordinator Resources
Are you cut out for a career as a conference coordinator? Here are some sources that can aid in your decision:
Events Industry Council – learn more about best practices in the field of meeting management through information put out by this professional association
Meeting and Event Planning for Dummies – reviewers praise this book in the popular series for being comprehensive, easy to use, and full of helpful checklists
Professional Convention Management Association – from networking to professional development, this group aims to advance the objectives and careers of conference coordinators and other business event strategists
We’ve Got to START Meeting Like This!: Creating Inspiring Meetings, Conferences, and Events – anyone interested in fresh ideas on planning and delivering a successful conference can benefit from author Dana Wright’s insights
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Conference Coordinator
Last edited by: Gabriela Barcenas, CONTENT STRATEGIST -
Gabriela Barcenas
CONTENT STRATEGISTGabriela is a Certified Professional Resume Writer (CPRW) and career adviser. With 10 years of digital media experience and five years of resume writing expertise, her publication history includes fashion, education, travel, social justice, equitable design and career advice.
