Lions International

Global service organization supporting vision health

Event Planner

Project ManagementConfirmed live in the last 24 hours

Full-timeOak Brook, IL, USA$80k - $85k

About the Job

Requirements

A bachelor's degree in hospitality management, public relations, business, or event planning, or an equivalent combination of experience and education.
A high school diploma or equivalent is required.
A minimum of five years of experience in meeting planning, or an equivalent combination of education and experience, is required.
Experience working in a convention center or convention hotel setting is required.
Proficiency in Microsoft Office Suite, including Excel and PowerPoint, is required.
Ability to travel as needed, including international travel of approximately 30 days annually, is required.

Responsibilities

Plan, coordinate, and execute assigned logistical elements of the annual international convention, educational seminars, and key organizational meetings, including convention center and arena operations, catering, audiovisual production, freight management, exhibit hall operations, general service contractor coordination, temporary staffing, and special projects.
Drive planning and logistical execution of the annual international convention, serving 12,000–18,000 attendees over six days in partnership with the team.
Develop and maintain requests for proposals for audiovisual services, general service contractors, translation, freight logistics, and printing; evaluate bids, review scopes of work and estimates, and negotiate pricing and service terms in coordination with the department manager.
Evaluate convention center and arena venues to determine the optimal use of space for official convention events, including the exhibit hall, elections, and registration.
Set up, configure, maintain, and update the exhibitor management and sales platform, currently Map Your Show.
Manage convention exhibit hall operations, including floor plan development, booth assignments, exhibitor communications, and service requirements, and maintain relationships with internal booth stakeholders and external exhibitors throughout planning and onsite execution.
Coordinate with the general service contractor on booth furnishings, signage, graphics, freight and material handling, installation and dismantling, and move-in and move-out schedules; confirm deliverables and coordinate electrical, audiovisual, and other services with providers.
Ensure consistent application of convention themes and Marketing-established brand identity, and serve as the primary liaison with the general service contractor to translate approved creative concepts into exhibit designs, signage, graphics, and onsite installations.
Maintain exhibitor information and deadlines, assist with exhibitor service manuals and ordering instructions, and communicate booth requirements and venue rules to internal stakeholders and external exhibitors.
Monitor onsite exhibit hall setup, daily operations, and dismantling; resolve exhibitor and contractor service issues; escalate changes affecting cost, schedule, or safety; and review general service contractor orders, labor charges, and invoices against approved estimates, flagging discrepancies for resolution.
Develop and maintain exhibitor applications, terms and conditions, and related documentation, coordinating updates with internal stakeholders and external exhibitors.
Support menu planning for large-scale catering that appeals to a global audience and accommodates diverse dietary requirements.
Review, negotiate, and manage agreements with vendors and service providers to support successful event execution.
Communicate event project timelines clearly to internal and external partners and keep them accurate and up to date year over year.
Keep projects on schedule and within budget, checking in regularly with the team on tasks and workload.
Provide responsive support to senior leaders and keep them informed during event planning and execution.
Conduct and attend status meetings from early planning through event operations and ongoing programs, communicating with client and project teams.
Conduct and attend pre- and post-event briefings with suppliers and facility providers, including calls outside normal business hours due to the international nature of the convention.
Work with the department manager on budgeting and forecasting, identifying ancillary opportunities and potential cost savings.
Ensure payment and billing processes are completed accurately and in accordance with corporate policy.
Take on additional responsibilities as assigned to support the team and enhance event outcomes.

Desired Qualifications

International convention and trade show experience is a plus.
Experience managing international events with more than 10,000 attendees is strongly preferred.
Certified in Exhibition Management or Certified Meeting Professional designation is a plus.

We’re in the business of Good.
Lions International is the largest service club organization in the world. Our 1.4 million members are serving locally and globally to help take on some of the biggest challenges facing humanity.

Every Lion and club are supported by our international association. More than 300 Lions International staff members are constantly working on tools and technology to enhance Lions’ service. When caring people join together, roll up their sleeves and take action to make their community better, it’s an incredible feeling for everyone involved.

Here's how you can help -- we are currently looking for an Event Planner to join our Convention team, rise to the challenge of empowering service, and fill a vital role in our organization. As the Event Planner, you'll be responsible for for planning, coordinating, and executing assigned logistical elements of the annual international convention, educational seminars, and key organizational meetings. Your responsibilities include convention center and arena operations, catering, AV production, freight management, exhibit hall operations, general service contractor coordination, temporary staffing, and special projects. You'll also work with internal departments, external exhibitors, and suppliers to deliver convention programs and exhibit experiences for Lions from around the world.

What You’ll Do:

Drives major event planning efforts with confidence and creativity, using strong independent judgment while working collaboratively with others and independently as needed.
Drives the planning and logistical execution of the annual international convention, welcoming 12,000–18,000 attendees across six dynamic days, partnering with the team to create an exceptional global experience.
Develops and maintains detailed RFPs for essential services such as AV, general service contractors (GSCs), translation, freight logistics, and printing. Evaluates bids, reviews scopes of work and estimates, and negotiates pricing and service terms in coordination with the department manager.
Evaluates convention center and arena venues to determine the optimal use of space for official convention events, including Exhibit hall, elections, and registration.
Manages the initial set up, configuration, ongoing maintenance, and year over year updates of the exhibitor management and sales platform, currently Map Your Show (MSY).
Manages convention exhibit hall operations, including floor plan development, booth assignments, exhibitor communications, and service requirements. Builds and maintains relationships with internal booth stakeholders and external exhibitors throughout planning and onsite execution.
Coordinates with the GSC on booth furnishings, signage, graphics, freight and material handling, installation and dismantling, and move-in and move-out schedules. Confirms deliverables and coordinates electrical, AV, and other service needs with the appropriate providers.
Ensures consistent application of convention themes and brand identity established by the Marketing team, serving as the primary liaison with the General Service Contractor to ensure accurate translation of approved creative concepts into exhibit designs, signage, graphics, and onsite installations.
Maintains exhibitor information and deadlines, assists with exhibitor service manuals and ordering instructions, and communicates booth requirements and venue rules to internal stakeholders and external exhibitors.
Monitors onsite exhibit hall setup, daily operations, and dismantling; resolves exhibitor and contractor service issues and escalates changes affecting cost, schedule, or safety. Reviews GSC service orders, labor charges, and invoices against approved estimates and flags discrepancies for resolution.
Develops and maintains exhibitor applications, terms and conditions, and related documentation, coordinating updates with internal stakeholders and external exhibitors
Leverages an understanding of large-scale catering needs to support menu planning that appeals to a global audience and addresses diverse dietary requirements.
Demonstrates solid contracting experience, including reviewing, negotiating, and managing agreements with vendors and service providers to support successful event execution.
Ensures event project timelines are clearly communicated to internal and external partners and kept accurate and up to date year over year.
Keeps projects running on time and within budget, regularly checking in with team on tasks and workload to support successful delivery.
Delivers thoughtful, responsive support to Senior Leaders, ensuring they are well-informed and supported during event planning and execution.
Conducts and attends status meetings from early planning through event operations and ongoing programs, fostering strong communication with client and project teams.
Conducts and attends pre- and post-event briefings with suppliers and facility providers, including calls that may occur outside normal business hours due to the international nature of the convention.
Works with the department manager on budgeting and forecasting, helping to identify both ancillary opportunities and potential cost savings.
Ensures payment and billing processes are completed accurately and in accordance with corporate policy.
Takes on additional responsibilities as assigned, supporting the team and enhancing event outcomes.

We’re Looking for Someone With:

Bachelor's degree in hospitality management, public relations, business, event planning or equivalent combination of experience and education.
High school diploma or equivalent required.
Minimum five years experience in meeting planning or equivalent combination of education and experience
International convention and trade show experience is a plus.
Experience managing international events with more than 10,000 attendees strongly preferred.
Experience working in a convention center or convention hotel setting.
CEM or CMP designation a plus.
Proficient in Microsoft Office Suite, including Excel and PowerPoint.
Ability to travel as needed for the position, including international travel (~30 days annually)

Compensation: Exempt: $80,000-85,000

Why You’ll Love Working Here:

Lions International has excellent benefits for you and your family. We believe in a balanced work-life and have programs and benefit plans to support our employees, such as:

Three weeks paid time off
Flexible and hybrid work schedules (2-3 days per week in office).
Comprehensive medical, dental, vision, and life insurance plans
Flex spending accounts for medical and dependent care
401K with employer match
Reimbursable training
Casual dress

We are committed to fostering an environment where all individuals –regardless of background,
identity, or lived experience – feel welcomed, respected and empowered to serve. Our strength
comes from the diversity of our members and staff, and the inclusive spirit that unites us in service.

Please note: Applicants must be authorized to work for any employer in the U.S. We are unable to
sponsor or take over sponsorship of an employment visa at this time.

About the Company

Lions International

Global service organization supporting vision health

Lions International coordinates a global network of volunteers who carry out community service projects. It supports vision care and health screenings, funds eye hospitals, and provides scholarships, youth programs, disaster relief, and community improvements like parks. Local Lions clubs organize service activities and fundraisers; international coordination helps share resources, training, and partnerships. The goal is to improve sight, health, youth development, and disaster response in communities around the world.

Company size: 1,001-5,000
Company stage: Not listed
Total funding: Not listed
Headquarters: Oak Brook, IL
Founded: 1917

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