SXSW 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. The Planning department is responsible for the full range of planning, logistics, and production responsibilities for specific conference, exhibition, or festival venues.

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 perform the essential functions of this job successfully:

• Prolonged periods of sitting or standing at a desk and working on a computer.
• Ability to lift 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.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Work Location, Schedule & Pay
SXSW Planning Intern is a 16-hour/week commitment at $12/hour. This is an office-based position located in Austin, Texas. SXSW's office hours are Monday through Friday, 10 am to 6 pm. The office schedule will be determined based on the student's class schedule. The Intern must be available during the event, including extended hours (up to 40 hours per week), nights, and weekends.