Fall Paid Intern - Event Planning

This is a Part Time Paid Internship

(I) Planning Intern

Internship Purpose
The SXSW Planning department is seeking a highly motivated individual to join our team. This role is ideal for students seeking to gain hands-on experience in the world of event planning.

What you will learn:
• Gain valuable hands-on experience in planning large-scale events from start to finish.

• Learn the fundamentals of event planning, including creating room diagrams, working with vendors, and preparing Banquet Event Orders (BEOs).

• Assist in managing all logistics aspects of your assigned venue, developing the ability to problem-solve and troubleshoot issues.

• Collaborate with various internal departments and work with a diverse range of stakeholders.

• Learn how to adapt, think quickly on your feet, and work as part of a team.

Duties & Responsibilities
Responsibilities include, but are not limited to:
• Cross-checking Banquet Event Orders (BEOs), including food and beverage, audio visual, utilities, furniture, and signage

• Advance the logistics aspects of planning, including but not limited to creating venue diagrams and submitting signage and banner orders.

• Assist with managing back-of-house entries and implementing heightened security details.

• Prepare and manage contracts, e-mails, and essential documentation in preparation for on-site management.

• Participate in pre-event venue walk-throughs and client meetings.

• Gather all necessary information, schedules, contacts, and supplies to assume on-site management of a venue.

• Manage assigned conference programming venue, including but not limited to monitoring food & beverage orders, room flips, programming schedules, speaker needs, and client events.

• On-site administrative support, including internal and external communications, daily planning sheets, print materials, and correspondence.

• Assist in deploying last-minute needs and being available for any ''all hands on deck'' situations.

Qualifications & Skills
To be eligible for an SXSW internship, you must be enrolled in an accredited university or college and live in Texas.
• Must be a degree-seeking student, preferably enrolled in Event Management, Business, or a similar major

• Have prior experience in an event management or logistics role

• Knowledge of meeting planning procedures and hotel and venue policies preferred.

• Highly organized self-starter with a drive to learn

• Superb communication skills and must feel comfortable working in a team

• Proficiency in Google Suite, Microsoft Office, and Adobe Suite

• Ability to solve problems under pressure and adapt to an ever-changing environment

Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:
• Prolonged periods of sitting or standing at a desk and working on a computer.

• Ability to lift up to 30 pounds occasionally, as needed.

• Manual dexterity to operate standard office equipment such as computers, phones, printers, etc.

• May require occasional bending, reaching, kneeling, or climbing stairs.

• Ability to work in an outdoor environment, which may include exposure to varying temperatures or noise levels.