Event Manager
Solliciteren
Plaats
Leuven3000
Vlaams-Brabant
België
Contract
Vooltijds, Onbepaalde duurDatum gepubliceerd
2026-02-14Online to:
2026-04-15EUR 15.00 HOUR
Event Manager
- Leuven MindGate
- Vlaams-Brabant
- 5 uren geleden
About Leuven MindGate
At the heart of the Leuven Innovation Region, Leuven MindGate 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.
What you'll do concretely
Getting events off the ground
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.
Production & showtime
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.
Suppliers & partners
You can rely on a broad network of Leuven MindGate 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.
Communication & CRM
You are, or quickly become, very good with HubSpot. 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 MindGate members, and you have a strong interest to be a general back-up website admin.
After the applause
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.
Our ideal candidate
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 HubSpot, even better.
You're fluent in Dutch and English.
You think commercially and you're a natural connector. People trust you quickly, and you know how to build relationships.
When something goes wrong, you don't hide behind emails. You pick up the phone and fix it.
You're an organiser by nature, with a sharp eye for detail and a strong sense of timing.
You stay calm when things get busy and still get the job done.
You take ownership. You're proactive, think like an intrapreneur, and work just as well on your own as you do in a team.
What we offer
A role with real impact at the heart of Belgium's smartest region, where ideas grow into European and global innovation, we call it \"Leuven & Beyond\"
Continuous learning opportunities, surrounded by top-level knowledge and talent
A workplace in bike-friendly Leuven, close to the train station, in an open and inspiring environment
A good balance between coming into the office and working from home
A small, dynamic and friendly team with plenty of autonomy and room for initiative
A market-competitive salary with attractive fringe benefits
Ready to make the Leuven Innovation Region even smarter?
Send us your story at
Not a standard cover letter, but something that shows who you are and why you're the perfect Events & Hospitality Manager for Leuven MindGate
At the heart of the Leuven Innovation Region, Leuven MindGate 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.
What you'll do concretely
Getting events off the ground
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.
Production & showtime
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.
Suppliers & partners
You can rely on a broad network of Leuven MindGate 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.
Communication & CRM
You are, or quickly become, very good with HubSpot. 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 MindGate members, and you have a strong interest to be a general back-up website admin.
After the applause
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.
Our ideal candidate
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 HubSpot, even better.
You're fluent in Dutch and English.
You think commercially and you're a natural connector. People trust you quickly, and you know how to build relationships.
When something goes wrong, you don't hide behind emails. You pick up the phone and fix it.
You're an organiser by nature, with a sharp eye for detail and a strong sense of timing.
You stay calm when things get busy and still get the job done.
You take ownership. You're proactive, think like an intrapreneur, and work just as well on your own as you do in a team.
What we offer
A role with real impact at the heart of Belgium's smartest region, where ideas grow into European and global innovation, we call it \"Leuven & Beyond\"
Continuous learning opportunities, surrounded by top-level knowledge and talent
A workplace in bike-friendly Leuven, close to the train station, in an open and inspiring environment
A good balance between coming into the office and working from home
A small, dynamic and friendly team with plenty of autonomy and room for initiative
A market-competitive salary with attractive fringe benefits
Ready to make the Leuven Innovation Region even smarter?
Send us your story at
Not a standard cover letter, but something that shows who you are and why you're the perfect Events & Hospitality Manager for Leuven MindGate