Description

Department: Development

Mentor/Supervisor: Chloe Jolly

Learning Objectives and Skills to Be Learned:

• Understand fundamental principles of event planning, including concept development, timeline creation, and budget management.
• Coordinate event logistics, such as venue selection, catering, equipment setup, transportation, and vendor management.
• Gain proficiency in event management software for tasks like attendee registration, RSVP tracking, and data analysis.
• Collaborate effectively with cross-functional teams to ensure cohesive event messaging and coordination.
• Develop problem-solving skills to address challenges during event planning and execution, adapting quickly to changing circumstances.
• Learn how to conduct post-event evaluations to assess success, gather feedback, and identify areas for improvement.

Internship Project Description: During the internship term, you will focus on planning and executing two key events: a fundraising event and a donor appreciation event for ICP. You’ll be involved in various stages of event planning and coordination, from concept development to post-event evaluation.

Daily Duties:

• Assist in planning and executing galas, donor appreciation events, and community outreach activities.
• Collaborate with the Development team to develop event concepts, themes, and timelines aligned with organizational goals.
• Support logistics coordination, including venue selection, catering, audiovisual equipment, transportation, signage, and vendor management.
• Create and distribute event materials (invitations, programs, signage, collateral).
• Manage attendee registration, RSVP tracking, and guest lists using event management software or databases.
• Provide on-site support during events, including set-up, registration, guest assistance, and post-event clean-up.
• Participate in post-event evaluations to assess success and identify areas for improvement.

Additional Training and Development:

• Attend Event Planning Workshops covering budgeting, timeline creation, and logistics coordination.
• Participate in hands-on software training sessions for event management tools.
• Shadow experienced team members during various stages of event planning.
• Engage in team meetings to discuss progress and challenges.

Orientation Plan:

• Introduction to the organization’s mission, values, and key stakeholders.
• Overview of the Development department’s goals, strategies, and upcoming events.
• Familiarization with event management software, databases, and other planning tools.
• Introduction to other collaborating departments: Marketing and Communications, Curatorial, Finance, and Visitor Experience.

Requirements

Intern Qualifications:

• Strong organizational skills with meticulous attention to detail.
• Professional interaction with donors, volunteers, vendors, and team members.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint) and Canva.
• Flexibility to work evenings and weekends as needed.
• Passion for ICP’s mission and values.