Event Coordination Intern

Department Overview:

Anticipated Start Date:

Anticipated End Date (If Applicable):

Remote Work Eligibility Detail:

Partially Remote

Anticipated Hours Per Week:

Schedule:

Salary/Wage Range/Lump Sum:

Number of Positions:

Qualifications:

Knowledge, Skills & Abilities:

Knowledge (What You Should Know)

Basic understanding of event planning and coordination
Familiarity with community engagement and fundraising strategies
Knowledge of budgeting and pricing for food, drinks, and event costs
Awareness of venue operations and hospitality industry standards
Understanding of sponsorship and partnership outreach for event success
Basic knowledge of marketing and social media promotion for event visibility

🛠 Skills (What You Can Do)

Develop creative event concepts to attract public interest
Plan and organize events from idea to execution, including logistics and materials
Communicate effectively with management, sponsors, and staff
Multitask and manage time efficiently to coordinate multiple events
Work with vendors, partners, and community organizations to enhance events
Problem-solve in real time to address challenges during events
Adapt to fast-paced environments and think on your feet
💡 Abilities (How You Work)
Ability to take initiative and work independently while also collaborating with a team
Comfortable interacting with guests, staff, and sponsors in a professional manner
Willingness to work flexible hours, including evenings and weekends
Ability to stay organized and document event details for future improvement
Strong attention to detail to ensure seamless event execution
This internship is perfect for aspiring event planners, hospitality professionals, and marketing enthusiasts looking to gain hands-on experience in event management, community engagement, and business operations.

Position Summary/Job Duties:

Position Summary – Events & Booking Intern
The Events & Booking Intern at The Rigby will play a key role in developing, planning, and executing public events that bring the community together, with a special focus on charity-driven initiatives. This position is perfect for someone who is creative, organized, and passionate about event planning and community engagement. The intern will be responsible for generating event ideas, coordinating logistics, securing sponsorships, and ensuring smooth event execution.

This hands-on internship provides valuable experience in event management, hospitality, and business operations, offering opportunities to work directly with venue staff, community organizations, and local businesses to create impactful events.

Job Duties & Responsibilities

Event Planning & Execution

Brainstorm and develop unique event concepts that align with The Rigby’s brand and mission.
Research and implement charity-focused and community-driven events.
Plan event logistics, including materials, staffing, and scheduling.
Ensure all event details are entered into the POS system and presented at manager meetings for approval.
Finalize event plans, document details in the event binder, and notify staff via text before each event.
Oversee event setup and execution, ensuring proper support from interns, management, and staff.
Sponsorship & Community Partnerships
Research and secure event sponsors, partners, and collaborations to enhance event success.
Build relationships with local businesses, nonprofits, and artists for potential event partnerships.
Negotiate sponsorship agreements and promotional opportunities for mutual benefit.
Marketing & Promotion
Work with management to create marketing strategies for upcoming events.
Assist in social media promotion, flyer creation, and outreach to expand event visibility.
Engage with local influencers, media, and community groups to drive attendance.
Post-Event Evaluation & Improvement
Record event results, attendance, and key takeaways in the event binder for future reference.
Collect feedback from staff and attendees to improve event planning and execution.
Suggest and implement continuous improvements to enhance future events.
Additional Responsibilities
Assist with venue operations and hospitality tasks as needed.
Experience in bartending and food service is a plus but not required.
Attend manager meetings to ensure alignment with The Rigby’s goals and objectives.

Physical Demands:

Physical Demands – Events & Booking Intern
The Events & Booking Intern position requires physical stamina and the ability to work in a fast-paced, hands-on environment. Applicants should be prepared for the following physical demands:

Ability to lift and carry up to 50 lbs, including event materials, decorations, and promotional items.
Extended periods of standing and walking during event setup, execution, and cleanup.
Frequent movement up and down stairs to access different areas of the venue.
Bending, reaching, and kneeling as needed to assist with event setup and breakdown.
Comfortable working in a loud, high-energy environment with music, crowds, and varying lighting conditions.
Ability to adapt to changing conditions and physically assist with event logistics as needed.
Candidates should be comfortable working flexible hours, including evenings and weekends, and be able to multitask in a fast-moving event setting while maintaining professionalism and enthusiasm.

Institutional Statements:

Equal Employment Opportunity Statement:

UW-Madison is an Equal Employment, Equal Access Employer committed to increasing the diversity of our workforce.

Institutional Statement on Diversity:

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background-people who as students, faculty, and staff serve Wisconsin and the world.

For more information on diversity and inclusion on campus, please visit: diversity.wisc.edu

Accommodation Statement:

If you need to request an accommodation because of a disability, you can find information about how to make a request at the following website:https://employeedisabilities.wisc.edu/disability-accommodation-information-for-applicants/