Event Management/Operations Intern

Internship

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Jan 14, 2020

Reports to:  Director of Event Operations

Basic Purpose:

To work within the Event Operations and Marketing departments in prospecting for new business, servicing committed business, managing sports event production, and producing reports and other documentation that assists the departments in reaching annual goals of increasing total number of room nights produced by sports events hosted in Palm Beach County, brining a positive economic impact into the area.

Overview of Essential Duties and General Responsibilities:

Prospecting

  • Conduct research on and produce documentation summarizing potential future events and opportunities available for bid
  • Assist in the collection and formulation of information vital for bid preparation and documentation
  • Update database for local, regional, and national event owners, rights holders, and sports organizations

Servicing

  • Assist in servicing events that have committed to Palm Beach County through event management planning and operations, such as assistance with hotel accommodations, location of appropriate facilities, solicitation of equipment rentals, service providers, and other logistical items as needed
  • Work on-site during certain Palm Beach County events that may require additional event-operations support
  • Assist in tracking and documenting room night totals for Palm Beach County sports events

Hotels

  • Distribute production reports to Palm Beach County Hotels to collect monthly room night data
  • Contact hotels to collect room night data and event proposals
  • Maintain current hotel database

Grants Program

(a) Pre-event

  • Review incoming applications
  • Assist event owner in amending application numbers if/when necessary
  • Attend all grant meetings
  • Prepare packets and mail out to committee members
  • Contact committee members and/or event owners on meeting attendance
  • Assist in room set up and meeting preparation
  • Adjust summary sheets, Exhibit C, other items post-meeting, including distribution of banners
  • Contact event owners and manage collateral, additional assistance
  • Collate and manage grant event binders

(b) During event

  • Attend events as necessary, assist in monitoring Exhibit C compliance

(c) Post-event

  • Assist with the collection and review post-event grant reports
  • Tabulate registration form responses on hotels, rental cars and airline travel

Event Production (Fall/Winter)

Assist in the coordination and operations of the Lou Groza Collegiate Place-Kicker Award, including but not limited to

  • Assist with organizing local and national voting
  • Assist with marketing and promotional efforts that support the place kicker award
  • Assist with compiling information for the Groza Stars of the Week
  • Assist in the coordination and production of informational packets being sent to Division I College athletic directors, head football coaches and national media.
  • Assist with on-site planning, set-up, execution and clean-up of banquet and related events
  • Assist with additional areas as needed.

Assist in the coordination and operations of the Palm Beach County Sports Hall of Fame Banquet, including but not limited to

  • Assist with organizing nomination and voting process for induction into the PBC Sports Hall of Fame
  • Update contact information for all Palm Beach County Sports Hall of Fame members
  • Assist with on-site planning, set-up, execution and clean-up of banquet.
  • Assist with marketing and promotional efforts that support the PBC Sports Hall of Fame
  • Assist with additional areas as needed.

Event Production (Spring/Summer)

Assist in the coordination and operations of the Kids Fitness Festival, including but not limited to

  • Research potential new sport clinics to be conducted at the event
  • Work with clinicians to organize production of sport clinics
  • Assist in the formulation of the facility layout
  • Assist with logistical and operational items as needed
  • Assist with labor for event set-up and breakdown as needed
  • Assist with additional areas as needed.

Assist in the coordination and operations of the USA Junior Olympic Baseball Championships, including but not limited to

  • Assist with the solicitation of equipment rental / services proposals
  • Assist with the coordination of deliveries
  • Supervise event-day operations at the Santaluces Athletic Complex and act as on-site liaison to the Event Manager
  • Assist with additional areas as needed.

Requirements:

  • Proficiency in Microsoft word, and excel.
  • Must be able to multi-task, pay attention to detail and have strong writing skills.
  • Organizational skills are a priority