How to hire a conference planner

How to hire a conference planner, step by step

Here's a step-by-step conference planner hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a conference planner job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new conference planner
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   Before you start hiring a conference planner, identify what type of worker you actually need. Certain positions might call for a full-time employee, while others can be done by a part-time worker or contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   You should also consider the ideal background you'd like them a conference planner to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire a conference planner that fits the bill.

   This list shows salaries for various types of conference planners.

   Type of Conference Planner	Description	Hourly rate
   Conference Planner	Meeting, convention, and event planners coordinate all aspects of events and professional meetings. They arrange meeting locations, transportation, and other details.	$19-37
   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... Show more	$18-53
   Special Events Coordinator	A special events coordinator is in charge of organizing and devising plans for an event, even monitoring all progress to ensure everything is running smoothly. They are typically responsible for consulting with clients and understanding the event's purpose, offering a selection of venues and caterers, providing cost estimates, and booking various services such as speakers, equipment, location, photographers, videographers, and other essential factors... Show more	$12-28

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Conference Planning
   • Reservations
   • Audio-Visual Equipment
   • Conference Services
   • Event Planning
   • Event Logistics
   • Event Management
   • Site Selection
   • BEO
   • Conference Management
   • Conference Logistics
   • Travel Arrangements
   • External Vendors
   • Banquet Event Orders

   Check all skills

   Responsibilities:

   • Manage all logistics and communications from beginning to end with clients, including sending invitations, monitoring RSVP, and hosting.
   • Monitor room blocks for out of town event attendees and design VIP gift baskets.
   • Direct, plan and organize internal/external meetings, corporate golf outings, banquets and VIP programs.
   • Develop agenda and itinerary, organize and procure all speaker biographies and materials and logistics for successful program execution.
   • Provide creative support and assistance by researching and developing booth entertainment ideas and designing booth signage and packaging of giveaways.

3. Make a budget

   Including a salary range in your conference planner job description is one of the best ways to attract top talent. A conference planner can vary based on:

   • Location. For example, conference planners' average salary in arkansas is 50% less than in new jersey.
   • Seniority. Entry-level conference planners 48% less than senior-level conference planners.
   • Certifications. A conference planner with certifications usually earns a higher salary.
   • Company. Working for an established firm or a new start-up company can make a big difference in a conference planner's salary.

   Average conference planner salary

   $57,176yearly

   $27.49 hourly rate

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   Entry-level conference planner salary

   $41,000 yearly salary

   Updated December 19, 2025

4. Writing a conference planner job description

   A good conference planner job description should include a few things:

   • Summary of the role
   • List of responsibilities
   • Required skills and experience

   Including a salary range and the first name of the hiring manager is also appreciated by candidates. Here's an example of a conference planner job description:

   Conference planner job description example

   JBS is seeking a highly conscientious and experienced Meeting/Conference Planner. The Meeting/Conference Planner must be a team player and be willing to go the extra mile to ensure flawless execution of clients' meetings and events, in person and virtual. The individual must be extremely detail oriented, have strong communication skills, and work well with customers and support team members. The Meeting Planner is knowledgeable about all aspects of the Federal Travel Regulations and provides onsite and virtual meeting/conference support on a company-wide basis to a variety of government contracts. Contracts may use the full array of meeting planning services or a combination of tasks. In addition to the listed job functions, the Meeting/Conference Planner may be required to train others in basic logistics, JBS policies and procedures, and/or government rules/regulations related to meeting planning, to project staff who wish to plan their own meetings or book hotel accommodations for staff, consultants, or subject matter experts. The Meeting/Conference Planner will be expected to prepare budgets upon request for meetings.
   
   Location: North Bethesda (position requires onsite attendance of meetings convened at JBS headquarters and at client sites in the DC/Metro area)
   ESSENTIAL JOB FUNCTIONS:
   
   * Participate in pre-planning activities and meetings with clients, other agencies, and JBS project staff.
   * Prepare meeting/conference planning timelines.
   * Assist with developing agendas (e.g., scheduling sufficient time for events, set-up/transition from plenaries to breakouts, etc.).
   * Negotiate with and secure presenters as needed.
   * Survey potential onsite meeting venues to determine availability and alignment within contract guidelines, requirements, and budget per meeting or event; negotiate with and secure sites and contracts with meeting facilities, hotel rooms, caterers, audio-visual equipment, and other vendors.
   * Work with the JBS travel agent to assist with attendee travel arrangements.
   * Contribute to the development of detailed budgets for assigned meetings, monitor budget execution throughout the meeting period to ensure adherence with all Federal Travel Regulations, and participate in monthly budget reviews.
   * Prepare and process refunds, speaker/meeting participant Honoraria payments, and travel reimbursements in accordance with Federal Travel Regulations (tracking status carefully from submission to payment) and perform other administrative financial post-conference tasks.
   * Manage onsite meeting/conference staff, organize and oversee onsite registration, and work with venue staff to ensure delivery of contracted services.
   * For virtual meetings, determine digital event hosting platforms, load presenters' slides in advance, pre-set breakout rooms, conduct trial runs prior to the meeting, and monitor for any technical difficulties throughout the meeting.
   * Complete post-event tasks to include evaluation and followup with the hotel and meeting attendees.
   * Respond to client, presenter, participant questions and problems that occur before, during, and after an event.
   
   MINIMUM JOB QUALIFICATIONS:
   
   Education: High School Diploma and current Certified Meeting Planner (CMP) certification
   
   Language: English fluency (oral and written)
   
   Experience:
   
   Minimum of 5 years of meeting planning experience with government agencies
   
   Experience negotiating, managing and oversight of vendors is required.
   
   Demonstrated ability to produce in person and virtual events/conferences including experience with digital event hosting platforms, web content uploading and mobile apps
   
   Knowledge: Working and coordinating with vendors; knowledge of vendor contracts and negotiation process.
   
   Soft Skills: Ability to multi-task; communicate effectively; strong time management ability; negotiation skills; ability to trouble shoot issues/problems quickly and calmly. Must be flexible and able to change directions quickly. Must be proactive and think quickly. Excellent oral and written communication skills. Must be able to effectively interact with members, staff, and external contacts. Ability to work independently and collaboratively across teams.
   
   Software Proficiency: Knowledge of Microsoft Office and digital hosting platform.
   
   PREFERRED JOB QUALIFICATIONS:
   
   Education: Bachelor's Degree preferred; Certified Government Meeting Professional (CGMP) or Project Management Professional (PMP) certification highly preferred.
   
   OTHER DUTIES AS ASSIGNED: This position description should not be construed to imply that these requirements are the exclusive standards of the position nor will it be the sole basis for any subsequent employee evaluations. Incumbents will follow any other instructions and perform any other related duties as may be required by their supervisor.
   
   This position is subject to availability of funds and to any and all restrictions contained in the contract or contracts that provide funding for this position.
   
   APPLICATION INFORMATION:
   
   If you meet the minimum requirements for this position, please click on the "Apply" link posted below and complete the application. Please include a cover letter, resume, and at least three (3) professional references.
   
   Our company is an equal opportunity/affirmative action employer. Applicants can learn more about the company's status as an equal opportunity employer by viewing the federal "EEO is the Law" poster at EEOPost.pdf.
   
   Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or protected Veteran status.

   Copy this example

   

5. Post your job

   There are various strategies that you can use to find the right conference planner for your business:

   • Consider promoting from within or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to find candidates who meet your education requirements.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.

   Post your job online:

   • Post your conference planner job on Zippia to find and recruit conference planner candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   To successfully recruit conference planners, your first interview needs to engage with candidates to learn about their interest in the role and experience in the field. You can go into more detail about the company, the role, and the responsibilities during follow-up interviews.

   Remember to include a few questions that allow candidates to expand on their strengths in their own words. Asking about their unique skills might reveal things you'd miss otherwise. At this point, good candidates can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new conference planner

   Once you've decided on a perfect conference planner candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   It's also important to follow up with applicants who do not get the job with an email letting them know that the position is filled.

   To prepare for the new conference planner first day, you should share an onboarding schedule with them that covers their first period on the job. You should also quickly complete any necessary paperwork, such as employee action forms and onboarding documents like I-9, benefits enrollment, and federal and state tax forms. Finally, Human Resources must ensure a new employee file is created for internal record keeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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