The massive logistical operation of a large convention, trade show or exposition often starts as many as five years before the event, when booking space in halls and hotels is required. Then, one or two years before the event, Meeting Planners begin developing topics, choosing featured speakers and creating agendas. Much of the work also involves coordinating with other organizations and companies who will present programs and booths - sometimes hundreds of vendors will exhibit their services or products. Planners must also be knowledgeable about the 1992 American Disabilities Act, so they can ensure everyone has adequate access to, and seating arrangements at, the event. The job, however, can involve a considerable amount of standing, lifting, walking and kneeling when preparing materials and directing the set-up for the event.
Many planners travel regularly on the job, some on an international level.
The pressure of keeping track of hundreds of details before and during an event can be mentally exhausting for some workers. The following information is from the California Projections of Employment published by the Labor Market Information Division. These figures represent the broad occupational group, Lodging Managers, which includes the occupations Meeting and Convention Planners. The employment outlook for meeting planners is highly dependent upon the economy. When the economy enters a recession, businesses and associations typically see a significant downturn in income.