Event Manager

At the heart of the Leuven Innovation Region, Leuven Mind Gate brings together more than 450 organizations, from start‑ups and scale‑ups to corporates, research institutions and policymakers. We use our collaboration platform to connect Health & Life Sciences, Deep Tech & Advanced Engineering, and Digital & AI with the services that support innovation. By bridging these domains, we ensure the Leuven Innovation Region remains a leading innovation hub in Europe, and beyond.

Your role as Event & Hospitality Manager

As Events & Hospitality Manager, you own the full practical organization of more than 35 high‑level B2B events every year. Some are small and intimate (15 people), others are big and complex (up to 400). All of them matter. You don’t do this alone, but you are the practical lead. Our team supports you, gives you content input – but it’s your responsibility to put words into practice.

These events are at the heart of our community. They bring innovators together, spark collaboration and help turn ideas into real impact. With a sharp eye for detail and a clear sense of what works (and what doesn’t), you manage events that feel professional, warm and worth people’s time, for our members and our partners alike.

At the heart of the Leuven Innovation Region, Leuven Mind Gate brings together more than 450 organizations, from start‑ups and scale‑ups to corporates, research institutions and policymakers. We use our collaboration platform to connect Health & Life Sciences, Deep Tech & Advanced Engineering, and Digital & AI with the services that support innovation. By bridging these domains, we ensure the Leuven Innovation Region remains a leading innovation hub in Europe, and beyond.

• Initiated by our Content Strategist, you manage strong event concepts that make sense for our goals and speak to an innovative B2B crowd.
• You keep the chaos under control: timelines, run‑of‑show, budgets. You know what needs to happen and when.
• You find the right venues in our network and make sure the spaces work in practice, not just on paper.
• You coordinate the full technical setup: AV, event tech, staging, branding and signage, together with one of our event partners.

• You’re in charge of operations before, during and after the event.
• You handle catering from A to Z: quotes, menus, dietary needs, timing.
• You’re the go‑to person on‑site for speakers, partners, suppliers and guests.
• Things go wrong sometimes. You fix them. Calmly, practically, without drama.

• You can rely on a broad network of Leuven Mind Gate partners: from caterers to production companies. You make sure they are only one phone call away.
• You build solid relationships with venues, caterers, AV and event tech partners, stand builders and others.
• You request and negotiate quotes, manage contracts and follow up properly.
• You keep suppliers sharp by evaluating quality and performance after each event.

• You are, or quickly become, very good with Hub Spot. We offer training if needed.
• You set up and manage invitations and registrations via CRM or mailing tools.
• You segment audiences, track registrations and keep an eye on who’s coming.
• You update our website with events from partners and Leuven Mind Gate members, and you have a strong interest to be a general back‑up website admin.

• You evaluate events based on attendance, feedback, ROI and leads.
• You turn insights into concrete improvements for future events.
• You handle the admin follow‑up: invoicing and budget closure, together with the Office Manager.

• You have a Bachelor’s degree or equivalent experience in event management, communication or marketing.
• You’ve been running B2B events for at least 3 years and know what it takes to make them work in practice.
• You’re comfortable with the basics:
  Word, Excel and PowerPoint don’t scare you.
• You’ve worked with CRM systems and event tools before like Conversation Starter, Eventbrite, Notion or Miro. If you know Hub Spot, even better.
• You’re fluent in Dutch and English.
• You think commercially and you’re a natural…