Event Planner

Lions International; Oak Brook (IL); Hybrid; USD 80,000 - 85,000; Full time

Benefits offered by this job

Paid time off (3 weeks)

Hybrid work schedule (2-3 days in the

Medical, dental, vision, and life ins.

401K with employer match

Job summary

Lions International is seeking an experienced Event Planner to join our Convention team in the United States. You will plan, coordinate, and execute all logistical elements of the annual international convention, seminars, and meetings, ensuring a global, well- orchestrated experience.

The role requires managing venues, catering, AV, freight, staffing, and exhibitor services with a focus on operational excellence. Hybrid work is available, and travel to international sites is expected.

Qualifications

• Bachelor's degree or equivalent in hospitality, PR, business or event planning.
• Minimum five years experience in meeting planning or equivalent.
• International convention/trade show experience a plus.
• Proficient in Microsoft Office Suite including Excel and PowerPoint.

Responsibilities

• Plan, coordinate, and execute logistical elements of the annual international convention and related events.
• Lead planning and execution for the convention with 12,000–18,000 attendees.
• Develop and evaluate RFPs for AV, general services, translation, freight, and printing; negotiate with vendors.
• Assess venues and space utilization for sessions, seminars, catering, registration, and exhibits.
• Monitor budgets, timelines, and billing to ensure on-time delivery within scope.

Skills

Event planning

Meeting coordination

Vendor negotiation

Education

Bachelor's degree in hospitality management, public relations, business, event planning

High school diploma or equivalent

CEM or CMP designation

Tools

Microsoft Office Suite

Excel

PowerPoint

Job description

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 a 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 planning, coordinating, and executing all logistical elements of the annual international convention, educational seminars, and key organizational meetings. This role blends creativity with operational excellence, overseeing convention center and arena operations, catering, AV production, freight management, exhibit hall services, temporary staffing, and special projects. As an Event Planner, you'll bring large-scale experiences to life and helps shape meaningful global moments that connect 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, translation, freight logistics, and printing. Evaluates bids and negotiates effectively to help determine the most suitable vendor partners.
• Evaluates convention center and arena venues to determine the optimal use of space for official convention events, including general sessions, seminars, catered functions, registration, and exhibit halls.
• 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 on team 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 yearsexperience 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:

• 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.

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.