If there is one thing about meeting planning that everyone can agree about, it is that this job entails lots and lots of details.
In fact, most meeting planners will describe themselves as being “extremely detail-oriented” and able to “multitask” because they are so good at handling details for a number of different programs at the same time. That is why it is so interesting to read resumes from meeting planners that lack the kind of detailed information hiring managers seek about a candidate.
Almost all job postings today, even those that are listed in the hard copy version of newspapers, require candidates to submit their resumes electronically. Because of that, employers now receive a larger number of resumes than they used to when they came via “snail mail.” In many cases, employers receive 200-500 resumes for a single job posting.
With so many candidates competing for the same job, it is surprising that a large percentage of them still operate under the old mentality that “once they call me in for an interview, I’ll explain in more detail why I am the most qualified candidate for the job.”
Unfortunately, those days are long gone. Job seekers must submit resumes that contain as much quantifiable and quantitative information as possible. In less-mathematical terms, if you want to capture the attention of the hiring manager, your resume must contain as many details as possible about your background and experience, and written with the most concise wording.
How can someone be as detailed as possible when explaining an incredibly detail-oriented job? Although it sounds a bit like an oxymoron, there are things you can do to achieve this.
Avoid Generalities
When meeting planners write that they have “extensive experience planning meetings and events,” there is a presumption that whoever is reading their resume will have the same understanding of what they mean by meetings and events. The job seeker assumes that the reader will know exactly what types of meetings they have managed.
The truth is that there are lots of ways to interpret the meaning of meetings and events. The Convention Industry Council is keenly aware of that, which is why it created a specific initiative with a goal of developing standardizations in the meetings industry. APEX (The Accepted Practice Exchange) is an initiative that is “bringing together all stakeholders in the development and implementation of industry-wide accepted practices to create and enhance efficiencies throughout the meetings, conventions and exhibitions industry.” As part of that initiative, they have developed an Industry Glossary that contains almost 4,000 terms, acronyms and abbreviations.
Its definition of a meeting is, “An event where the primary activity of the attendees is to attend educational sessions, participate in meetings/discussions, socialize, or attend other organized events. There is no exhibit component to this event.” The glossary goes on to describe an event as, “An organized occasion such as a meeting, convention, exhibition, special event, gala dinner, etc. An event is often composed of several different yet related functions.” The Glossary identifies more specifically a corporate meeting as a “Gathering of employees or representatives of a commercial organization. Usually, attendance is required and travel, room and most meal expenses are paid for by the organization.”
Although these terms help provide a level of agreement as to what or who is involved in a meeting or event, there is another level of detail that a hiring manager is seeking. They want specifics about the types of meetings and events a planner has managed, such as sales meetings, distributor or reseller meetings, webinars, multiday seminars, training meetings, incentive programs, and employee recognition events. And that is just on the corporate side.
For an association meeting planner, hiring managers are oftentimes looking for specifics about the types of seminars, forums, annual meetings, board of director meetings, and exhibitions the planner has managed.
Details, Details
It is unreasonable to assume that the reader could get all of that information from just a few words. Instead of just stating “experience in planning corporate meetings and events,” here are a couple of ways to consider presenting that information:
Approach No. 1
Provide a description of the different meeting types you have managed:
“Managed a wide range of corporate meetings and events, such as sales meetings, quarterly regional training meetings, monthly webinars, a yearly distributor and reseller conference, an annual incentive program, analysts meeting, and employee recognition banquet. The programs range in size from 25-5,000 participants.”
Approach No. 2
Provide specific information by the type of meetings and events you managed:
“Responsible for the coordination of all company events. Sample events include:
Trade Show: Coordinated company participation in up to 12 industry trade shows annually, with booth sizes ranging from 10x10 feet up to 20x40 feet.
Board Meetings: Arranged all logistics for quarterly and annual board meetings, with 8-15 participants per meeting. Selected luxury resort properties throughout the U.S. and Canada for meetings.
Internal Training Sessions: Planned technology training sessions for new customers for up to 75 attendees in 10 cities nationwide each year.
President’s Club Incentive Program: Managed all aspects of this 200-person program. Worked with marketing department to develop new theme each year and create launch kits sent to all 500 sales representatives. Handled all logistics for 100 participants (50 winners and their guests) at both domestic and international destinations.”
Next Issue: Creating an Addendum Sheet
