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Department Manager of Convention and Event Planning

2 months ago

Oak Brook, United States Lions Clubs International Full time
Job DescriptionJob Description

We’re in the business of Good

Lions Clubs 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 a Department Manager of Convention and Event Planning to join our team and rise to the challenge of empowering service.


Position Highlights:

The Department Manager of Convention and Event Planning is the logistics lead for Lions Clubs International’s annual Convention and supports other annual meetings. This position plans, manages and executes logistics for all components of the International Convention, including overall venue management, catering, exhibit hall, signage and AV production. The Department Manager develops and implements process improvements within key areas of the department and negotiates with vendors across the events industry. This position is responsible for assessing future convention cities, budget forecasting, reconciliation, and assisting the Division Manager in creating goals and objectives for the annual convention that align with the organization’s strategy.


What You’ll Do:

Event Management

  • Creates project plan for meeting logistics, including development, review, and revision of project timelines.
  • Responsible for venue management, exhibit hall, menu planning, transportation arrangements, audio/visual equipment, entertainment, custodial, décor, staffing etc.
  •  Manages department operations by developing schedules, assigning, and monitoring work, gathering resources, implementing productivity standards and resolving operational problems.
  • Ensures implementation of event objectives in compliance with Lions Clubs International policies, procedures and standards.
  • Provide strategy to create and enhance events based on industry knowledge and post-event feedback.
  • Negotiates contracts with vendors and coordinates vendor services.
  • Develops and manages relationships with outside vendors and internal stakeholders.
  • Manages communications and collaborates with other department departments to ensure success of cross-functional projects.
  • Work with in-house Marketing and IT teams to develop internal and external communications and marketing materials regarding convention and other international events.
  • Supervises and monitors all onsite space setups, including all onsite supply/equipment and audiovisual needs for attendees and staff.
  • Coordinates and trains a large team, including volunteers and contract staff, to provide on-site event support at convention and other international events.
  • Manages arrangements for all food and beverage functions, including final guarantees, room setup, decorations, signage needs, entertainment needs, regular vendor communication, onsite supervision, and review of catering master accounts for Convention.
  • Develops and maintains post event reporting for all vendor and related logistical items.
  • Develops site visit agendas and reports; contributes to minutes and Board items as required.
  • Participates in site visits, convention committee meetings, working in conjunction with vendors, volunteers, and related staff as required.


Team Management

  • Manages employees including recruitment, work assignments, learning/development and performance management.
  • Contributes to a collaborative, team-oriented environment.
  • Develops annual department budget/s and manages expenses within established guidelines.
  • Maintains information systems such as databases or other programs to manage department information including meeting planning software.
  • Prepares reports as necessary to analyze and communicate information.
  • Exhibits an attitude of professionalism, service, and collaboration within the Convention team, across departments, and within the Lions community at large.
  • Assists the Division Manager with other projects as assigned.
  • Recommends and/or implements department plans and goals and monitors progress.
  • Performs other responsibilities as assigned


We’re Looking for Someone With:

  • Bachelor's degree in hospitality management, public relations, business, event planning or equivalent experience
  • Experience managing international events with more than 10,000 attendees.
  • Experience working in a convention or convention hotel setting.
  • CMP, CMM, PMP, or related certification
  • 7 years of meeting planning experience


Why You’ll Love Working Here:

Lions Clubs 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
  • Comprehensive medical, dental, vision, and life insurance plans
  • Flex spending accounts for medical and dependent care
  • 401K with employer match
  • Reimbursable training
  • Casual dress

Diversity, equity and inclusion are at the core of who we are. Diverse and inclusive teams have a positive impact on the work we do, and we know that having varied perspectives helps generate innovative ideas to solve complex problems in an ever-changing world.

Lions Clubs International Is an Equal Opportunity Employer

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