Paid Intern - Planning

This is a Part Time Paid Internship

(I) Planning Intern

The SXSW Planning department operates at the center of all things SXSW. The department intern will be working extensively on the logistics and details of our events and assisting in contracting, managing, detailing, and executing many aspects of the March 2024 event. This intern will get a well-rounded experience in event management as they work closely with the Planning Department to complete pre-event, on-site, and post-event tasks.

Duties & Responsibilities:
• Inputting and cross-checking Banquet Event Orders (BEOs), including food and beverage, audio-visual, utilities, furniture, and signage

• Advancing the logistics aspects of planning, including but not limited to creating venue diagrams, contracting with vendors, and submitting signage & banner orders

• Assisting with the management of back-of-house entries and heightened security details

• Preparing and managing contracts, e-mails, and important documentation in preparation for on-site management

• Coordinating the annual post-event SXSW Staff Dinner through contracting a venue, confirming the menu, sending invitations and confirming numbers, and being the on-site point of contact

• Participating in pre-event venue walk-throughs and client meetings

• Gathering all necessary information, schedules, contacts, and supplies to take over management of a venue on-site

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

• Support the SXSW Shuttles Coordinator in operating the on-site phone during assigned shifts

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

• Assist in deploying last-minute changes and be available for any ''all hands on deck'' situations

Qualifications and Skills:

Must be located in Texas and enrolled in a university or approved higher education institution.
• 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

• 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:
SXSW Planning Intern position can be demanding in a high-stress environment. This position requires extensive physical activity during events due to managing and monitoring venues throughout long hours. There will also need to position, lift, or move equipment or furniture up to 20 lbs. with or without accommodation as required.

Work Location & Schedule:
SXSW Planning Intern is a 16-hour/week commitment with a rate of $12/hour beginning on January 2nd, 2024. This is an office-based position located in Austin, Texas. SXSW's office hours are Monday through Friday, 10 am to 6 pm, with the exception of several Saturday all-staff meetings leading up to the 2024 event. The office schedule will be determined based on the student's class schedule. The Intern must be available for the event, including extended hours (up to 40 hours per week), nights, and weekends.