They also meet with sponsors and organizing committees to decide the size and format of events, to set and monitor budgets and to review administrative procedures and progress of events. Planners coordinate services for events, such as accommodation and transportation for participants, conference and other facilities, catering, signage, displays, translation, audio-visual equipment, printing and security. They also organize the registration of participants, prepare programs and promotional material, and publicize events. A big part of this responsibility may be in marketing to potential attendees or delegates and convincing them to come. Particular sorts of gatherings require that planners set up entertainment and social gatherings for participants.
Planners often are responsible for recruiting, training and supervising staff required for events.
These staff members may be paid workers or volunteers. Planners must be able to work with both paid and unpaid workers. They must also be able to assign work and delegate responsibility to staff and suppliers or sub-contractors. Planners are on hand during events to make sure things run smoothly and to trouble-shoot as problems arise. Finally, they are responsible for financial matters and approve invoices, maintain financial records and prepare reports.