They organize conferences and exhibitions for different types of events.
They organize trade shows on a specific theme, offering the opportunity for buyers and sellers to meet face to face, and for sellers to show their products or services directly.
Some event organizers must handle all aspects of planning, organizing, and advertising. They need to be clear about who their target audience is, and then work out the best way to make the event known to them. They may need to commission promotional material, such as magazines, newspapers, brochures, websites and mail order advertising, to attract exhibitors and visitors.
They can also use email, text messages, and social media to promote their events. For larger exhibitions that are open to the public, they can work with an agency to create television and / or radio advertising.
They sell exhibition spaces and make sure the facilities meet all requirements, including health and safety regulations.
They have to negotiate with the managers of the exhibition space, with the designers and with the catering companies. At the end of the event, the organizer evaluates the success of the exhibition by finding out the opinion of the exhibitors and visitors, and analyzing the attendance figures.
Some event organizers specialize in one aspect of their development, for example, marketing, sales, or operations. They could be involved in risk management or insurance.
Event organizers are also involved in planning, coordinating and negotiating various activities. This includes:
- Find and reserve suitable places.
- Check insurance contracts, licensing and compliance with health and safety regulations.
- Organize invitations and advertisements.
- Process registrations and payments (often done online)
- Organize accommodation and food services.
They are often required to help establish the program of speakers, workshops, and social activities associated with the conferences.
Sometimes they have to get the technical equipment that the lecturers need, and arrange to set it up. This can include video players, computers, internet access, special lighting, and sound systems. They could also be responsible for arranging transportation for the speakers.
In addition to planning work, organizers have to make sure that events run smoothly and that they stay within budgets. They often attend the exhibition or conference, supervise the registration, control the speakers, and make sure that events are held on time, for example. They have to act quickly if problems arise or when someone makes an unexpected request.
Often they organize and coordinate more than one event at a time. More experienced organizers are often specialized in organizing certain types of events, for example large national conferences.
Many jobs require the organizer to travel often and spend short periods of time away from home.