Event Planner

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.

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