A conference coordinator organizes professional gatherings and meetings according to a client's needs and preferences. There are also instances where they may plan reunions, parties, and other events. Their responsibilities begin at meeting the clients to identify their needs and preferences, including the event's purpose or themes. From there, a conference coordinator develops plans, secures venues and speakers, books caterers and other equipment, prepares and processes requests, and maintains records of all transactions, presenting invoices to the clients. Moreover, a conference coordinator must be proactive and resolve any conflicts or issues should any arise.

Conference Coordinator Responsibilities

Here are examples of responsibilities from real conference coordinator resumes representing typical tasks they are likely to perform in their roles.

  • Manage CME lectures and approve the completion of each program.
  • Manage amenities for all group VIPs: create task report and amenity card, follow up with kitchen for delivery.
  • Manage and coordinate the technical, audio- visual and team-base interactive events conduct over the internet between participating cities.
  • Provide on-call emergency assistance to dormitory occupants.
  • Oversee VIP housing reservations, billing, and up-keep; meeting room usage and VIP-level functions.
  • Make sure to hold the appropriate space for the appropriate date and time in Delphi for the contract make.
  • Prepare for conference and arrange on-call duty responsibilities.
  • Coordinate all logistics including negotiating contracts with hotels and relate services providers.
  • Prepare and ship all materials necessary to send to onsite meeting planning professional
  • Attend professional development training seminars on recycling, emergency procedures, safety and security.
Conference Coordinator Traits
Negotiation skills is the ability to reach a compromise through cooperation, which is especially important in a team environment.
Communication skills shows that you are able to relay your thoughts, opinions and ideas clearly to those around you.
Problem-solving skills is the way that one is able to effectively solve a problem in a timely manner.

Conference Coordinator Job Description

When it comes to understanding what a conference coordinator does, you may be wondering, "should I become a conference coordinator?" The data included in this section may help you decide. Compared to other jobs, conference coordinators have a growth rate described as "faster than average" at 7% between the years 2018 - 2028, according to the Bureau of Labor Statistics. In fact, the number of conference coordinator opportunities that are predicted to open up by 2028 is 9,600.

On average, the conference coordinator annual salary is $38,395 per year, which translates to $18.46 an hour. Generally speaking, conference coordinators earn anywhere from $30,000 to $48,000 a year, which means that the top-earning conference coordinators make $18,000 more than the ones at the lower end of the spectrum.

As is the case with most jobs, it takes work to become a conference coordinator. Sometimes people change their minds about their career after working in the profession. That's why we looked into some other professions that might help you find your next opportunity. These professions include a meeting planner, event organizer, marketing and event planning internship, and event planner.

Conference Coordinator Jobs You Might Like

Conference Coordinator Resume Examples

Conference Coordinator Skills and Personality Traits

We calculated that 15% of Conference Coordinators are proficient in Conference Calls, Special Events, and Audio Visual. They’re also known for soft skills such as Negotiation skills, Communication skills, and Problem-solving skills.

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

  • Conference Calls, 15%

    Facilitate conference calls for companies nationwide and internationally, using procedures dependent on type of conference.

  • Special Events, 6%

    Planned and coordinated special events and conferences; promoted hotel facilities to prospective clients

  • Audio Visual, 5%

    Developed relationships with venue, catering, transportation, audio visual and other service providers to achieve profitable business relationships.

  • Conference Planning, 4%

    Develop electronic decision/milestone planning data and oversee registration systems to ensure efficient and cost effective conference planning and management.

  • Event Management, 4%

    Executed the logistics of Event Management, handled customer concerns and ensured customer satisfaction

  • Operational Departments, 3%

    Worked in fast paced environment and managed multiple operational departments to ensure a flawless event.

Most conference coordinators list "conference calls," "special events," and "audio visual" as skills on their resumes. We go into more details on the most important conference coordinator responsibilities here:

  • Arguably the most important personality trait for a conference coordinator to have happens to be negotiation skills. An example from a resume said this about the skill, "meeting, convention, and event planners must be able to negotiate service contracts for events" Additionally, other resumes have pointed out that conference coordinators can use negotiation skills to "participate in contract negotiations and evaluations with a variety of organizations. "
  • Another commonly found skill for being able to perform conference coordinator duties is the following: communication skills. According to a conference coordinator resume, "meeting, convention, and event planners communicate with clients, suppliers, and event staff." Check out this example of how conference coordinators use communication skills: "maintained open communication and solid relationships with residential living, university departments and conference partners for conference programming. "
  • Another skill that is quite popular among conference coordinators is problem-solving skills. This skill is very critical to fulfilling every day responsibilities as is shown in this example from a conference coordinator resume: "meeting, convention, and event planners must be able to develop creative solutions that satisfy clients" This example from a resume shows how this skill is used: "partnered with conference planning team to ensure issues are identified and resolved. "
  • A conference coordinator responsibilities sometimes require "interpersonal skills." The responsibilities that rely on this skills are shown by this resume excerpt: "meeting, convention, and event planners must establish and maintain positive relationships with clients and suppliers" This resume example shows how this skill is used by conference coordinators: "developed a very effective interaction and interpersonal communication skills with students, faculty, staff and external customers. "
  • As part of the conference coordinator description, you might find that one of the skills that might be helpful to the job is "organizational skills." A conference coordinator resume included this snippet: "meeting, convention, and event planners must multitask, pay attention to details, and meet tight deadlines in order to provide high-quality meetings" This skill could be useful in this scenario: "utilized exceptional organizational skills to coordinate booking corporate/social events in addition to servicing all aspects of program. "
  • See the full list of conference coordinator skills.

    Before becoming a conference coordinator, 71.9% earned their bachelor's degree. When it comes down to graduating with a master's degree, 10.0% conference coordinators went for the extra education. If you're wanting to pursue this career, it may be possible to be successful with a high school degree. In fact, most conference coordinators have a college degree. But about one out of every eight conference coordinators didn't attend college at all.

    The conference coordinators who went onto college to earn a more in-depth education generally studied business and communication, while a small population of conference coordinators studied psychology and hospitality management.

    Since salary is important to some conference coordinators, it's good to note that they are figured to earn the highest salaries at Commonwealth Equity Services, Villanova University, and Robert Half International. If you were to take a closer look at Commonwealth Equity Services, you'd find that the average conference coordinator salary is $51,526. Then at Villanova University, conference coordinators receive an average salary of $39,233, while the salary at Robert Half International is $38,652.

    View more details on conference coordinator salaries across the United States.

    If you earned a degree from the top 100 educational institutions in the United States, you might want to take a look at University of California Press, Verizon Communications, and The Walt Disney Company. These three companies have hired a significant number of conference coordinators from these institutions.

    For the most part, conference coordinators make their living in the education and professional industries. Conference coordinators tend to make the most in the professional industry with an average salary of $58,208. The conference coordinator annual salary in the media and health care industries generally make $40,798 and $38,913 respectively. Additionally, conference coordinators who work in the professional industry make 59.2% more than conference coordinators in the hospitality Industry.

    The three companies that hire the most prestigious conference coordinators are:

      What Meeting Planners 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.

      In this section, we take a look at the annual salaries of other professions. Take meeting planner for example. On average, the meeting planners annual salary is $16,318 higher than what conference coordinators make on average every year.

      While their salaries may differ, one common ground between conference coordinators and meeting planners are a few of the skills required in each craft. In both careers, employees bring forth skills like special events, audio visual, and event management.

      These skill sets are where the common ground ends though. A conference coordinator responsibility is more likely to require skills like "conference calls," "conference planning," "operational departments," and "reservation system." Whereas a meeting planner requires skills like "scheduling meetings," "site inspections," "ground transportation," and "onsite management." Just by understanding these different skills you can see how different these careers are.

      Meeting planners receive the highest salaries in the health care industry coming in with an average yearly salary of $68,950. But conference coordinators are paid more in the professional industry with an average salary of $58,208.

      Meeting planners tend to reach lower levels of education than conference coordinators. In fact, meeting planners are 8.1% less likely to graduate with a Master's Degree and 1.5% less likely to have a Doctoral Degree.

      What Are The Duties Of an Event Organizer?

      Now we're going to look at the event organizer profession. On average, event organizers earn a $1,108 higher salary than conference coordinators a year.

      Not everything about these jobs is different. Take their skills, for example. Conference coordinators and event organizers both include similar skills like "special events," "event management," and "travel arrangements" on their resumes.

      In addition to the difference in salary, there are some other key differences that are worth noting. For example, conference coordinator responsibilities are more likely to require skills like "conference calls," "audio visual," "conference planning," and "operational departments." Meanwhile, a event organizer might be skilled in areas such as "graphic design," "community events," "social events," and "charity events." These differences highlight just how different the day-to-day in each role looks.

      On the topic of education, event organizers earn lower levels of education than conference coordinators. In general, they're 8.0% less likely to graduate with a Master's Degree and 1.5% less likely to earn a Doctoral Degree.

      How a Marketing And Event Planning Internship Compares

      A marketing and event planning intern is responsible for supporting the operations of a company's marketing department, performing administrative duties under the guidance of a direct supervisor or tenured marketing staff. Marketing and event planning interns shadow all the processes of marketing operations, assisting with events management procedures, and suggesting strategic solutions to boost the company's brand image to the public. They also analyze the current market trends, identifying business opportunities to negotiate with more clients by meeting consumer demands and needs, bringing revenues, and increasing the company's profitability.

      The third profession we take a look at is marketing and event planning internship. On an average scale, these workers bring in lower salaries than conference coordinators. In fact, they make a $6,499 lower salary per year.

      While looking through the resumes of several conference coordinators and marketing and event planning interns we discovered that both professions have similar skills. These similarities include skills such as "special events," "event management," and "event details," but they differ when it comes to other required skills.

      As mentioned, these two careers differ between other skills that are required for performing the work exceedingly well. For example, gathering from conference coordinators resumes, they are more likely to have skills like "conference calls," "audio visual," "conference planning," and "operational departments." But a marketing and event planning internship might have skills like "twitter," "instagram," "company website," and "events intern."

      Marketing and event planning interns are known to earn lower educational levels when compared to conference coordinators. Additionally, they're 12.8% less likely to graduate with a Master's Degree, and 2.3% less likely to earn a Doctoral Degree.

      Description Of an Event Planner

      An event planner is responsible for organizing events, following the clients' needs, instructions, and budget goals. Event planners must be highly communicative to coordinate and negotiate contracts with suppliers, third-party vendors, and venue rentals. They finalize the guest list, catering services, and assist with marketing materials to promote the event. An event planner should also have a broad knowledge of the current market industry trends, which plays a vital role in planning and organizing future event opportunities.

      Now, we'll look at event planners, who generally average a higher pay when compared to conference coordinators annual salary. In fact, the difference is about $8,444 per year.

      While their salaries may vary, conference coordinators and event planners both use similar skills to perform their jobs. Resumes from both professions include skills like "special events," "event management," and "event space. "

      While some skills are shared by these professions, there are some differences to note. "conference calls," "audio visual," "conference planning," and "operational departments" are skills that have shown up on conference coordinators resumes. Additionally, event planner uses skills like customer service, communication, plan events, and planning process on their resumes.

      Now, let's take a closer look at the financials in each career. The technology industry tends to pay more for event planners with an average of $84,344. While the highest conference coordinator annual salary comes from the professional industry.

      In general, event planners reach lower levels of education when compared to conference coordinators resumes. Event planners are 10.9% less likely to earn their Master's Degree and 1.7% less likely to graduate with a Doctoral Degree.