Senior Meeting Planner

Lions International•Oak Brook, IL

8d•$85,000 - $90,000•Hybrid

About The Position

Lions International is seeking a Senior Meeting Planner to join their Convention team. This role is vital in supporting the organization's mission by planning, coordinating, and executing logistics for educational seminars, meetings, and major convention programs. The Senior Meeting Planner will be responsible for budget oversight, contracting, venue and supplier management, catering, AV production, freight, general service contractors, temporary personnel, onsite staffing, and other projects as assigned by the Department Manager.

Requirements

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 5 years experience in meeting planning.
Experience managing international events with more than 10,000 attendees.
Experience working in a convention or convention hotel setting.
Professional communication skills, both written and verbal.
Ability to adapt to changes and manage a variety of tasks/goals.
Proficiency in MS Office
Ability to travel as needed for the position, including international travel (~30 days annually)

Nice To Haves

CEM or CMP designation a plus.

Responsibilities

Conduct complex event management under minimal supervision and with wide latitude for independent judgement.
Manage all logistical components of multi-day meetings ranging from 200 – 2,000 attendees.
Manage RFP process and contracting for assigned venues, vendors and event services, including scope development, negotiation, contract review coordination and ongoing management of contractual deliverables.
Analyze venue to determine best assignment of space for official convention events including general sessions, seminars, meals, registration and exhibit halls.
Manage catering for numerous large-scale functions, ensuring appeal to a global audience with special dietary requirements within budget parameters.
Ensure event project timelines are communicated to internal and external partners and kept up to date, year over year.
Develop and manages onsite staffing plans for assigned events, including determining staffing requirements, coordinating temporary personnel and other support resources, and adjusting staffing plans based on program and operational needs.
Provide budget oversight for assigned meetings and projects, including forecasting, tracking expenses, identifying cost-saving opportunities and ensuring delivery within approved budgets. Monitor project timelines, tasks and team workload to support successful execution.
Provide superior customer service and support to Senior Leaders on planning and execution of events.
Conduct regularly scheduled status meetings from pre-launch through operation, and ongoing programs/events, with client and project teams.
Conduct pre- and post-event briefings with internal stakeholders, suppliers and facility providers.
Assist with exhibit hall operations at the international convention, including floor plan development, booth assignments, exhibitor communications and service requirements, and coordination with internal booth stakeholders and external exhibitors.
Provide onsite operational support for the International Convention, working across functional areas to address issues, coordinate vendors and staffing, and support the successful execution of convention activities.
Manage the convention bid process. Reviews and provides analysis of city-wide convention bids including benchmarking hotel rates, gathering data from the bidder and other departments to add to the analysis. Compiles the analysis for presentation to the LCI Board of Directors.
Assist the department manager with budget and forecasting while identifying ancillary and/or cost saving opportunities.
Ensure completion of payment and/or billing processes, in adherence to corporate policy.
Perform other responsibilities as assigned.