Department Manager (Director) of Convention and Event Planning
Lions International
- Oak Brook, IL
- $100,000-115,000 per year
- Permanent
- Full-time
The Department Manager (Director) 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 (Director) 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 (VP) in creating goals and objectives for the annual convention that align with the organization’s strategy.Qualified candidates will have planned and managed events/conventions of no less than 7,000 attendees, including events/conventions hosted outside of North America. This position has 3 direct reports and manages cross-functional internal teams, external meeting venue teams and partners, and vendors. This is a hybrid position based in our Oak Brook, IL office.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
- 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
- Manages employees including recruitment, work assignments,
- Develops annual department budget/s and manages expenses within established
- 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.
- Bachelor's degree in hospitality management, public relations, business, event planning or equivalent experience.
- Experience managing international events of at least 7,000 attendees.
- Experience planning and managing large scale conventions for organizations.
- Preferred experience in membership organizations.
- CMP, CMM, PMP, or related certification.
- 7 years of meeting planning experience.
- Ability to travel internationally; approximately 10% travel time or 30 days per year.
- 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