Event Management Intern - Fall 2024 (Application closed)

The Lectures Program is looking for one student to work for the fall semester as an Event Management Intern. The intern will assist in the coordination and planning of events with the director, assistant director, and senior intern. The intern will be responsible for the execution and delivery of assigned events to meet and exceed the expectations of students, speakers, and other attendees.

The Lectures Program is an academic office under the Office of the Senior Vice President and Provost. The funding for events comes from Student Government. The Lectures Program hosts about 80 events each academic year (fall and spring semesters). These events are often coordinated in partnership with student organizations, university units and departments, and community groups. This is a great opportunity to meet and work with dozens of different groups on campus and to meet and engage with authors, scientists, and other experts in their fields. The Lectures Program office atmosphere is fun, relaxed, and optimistic. We expect the intern to have a good sense of humor, enjoy learning, and be willing to try new experiences and methods of working. Training will be provided for all responsibilities in this position.

Responsibilities 

Office Work 

  • Create planning & promotion documents 
  • Create event layouts 
  • Order & prepare event materials  
  • Make hospitality reservations, such as hotels & transportation 
  • Track event expenses 
  • Create speaker itineraries & event schedules 
  • Communicate with various campus partners & collaborators  
  • Prepare introduction & welcome scripts 
  • Promote events to Iowa State faculty/staff, clubs, and students 
  • Lead student collaborator meetings  
  • Edit & post event recordings to the website 
  • Attend monthly committee meetings 
  • Attend weekly staff event planning meetings 
  • Other duties as assigned 

Day-Of Event Work 

  • Prepare & set-up event signage 
  • Review room & av set-up according to requested accommodations 
  • Prepare event materials 
  • Manage on-site Lectures student staff 
  • Communicate last-minute changes with cosponsors, speakers, and attendees 
  • Ensure event partners such as ISU Catering and the University Bookstore are onsite when applicable 
  • Escort speaker throughout the event (may require driving) 
  • Calmly solve problems and handle unexpected issues before & during the event 
  • Other duties as assigned 

Qualifications

  • Must be an undergraduate sophomore, junior, or senior, or Master's or PhD student enrolled at Iowa State University for the Fall 2024 semester. 
  • Minimum 2.5 GPA
  • Availability to work from August 19-November 20.
  • Most events are held Monday-Thursday evenings between 5:30-10pm. The intern will need to be available to work as early as 4pm and as late as 10:30pm on event days. While rare, an event may be scheduled on a Friday night or Sunday afternoon due to scheduling needs.
  • Availability to hold regular office hours between 9am-5pm to complete planning and logistics tasks.

Course Credit & Compensation

  • This position is paid hourly at the rate of $16/hour
  • Anticipated 15 hours/week
  • Can be eligible for academic credit
  • Parking in the Memorial Union parking ramp will be reimbursed when the intern is working evening events

How to Apply

Send your resume, unofficial transcript, and cover letter to lectures@iastate.edu with "Internship Application" in the subject line.

The application deadline for this position has closed.

Event Assistant - Fall 2024

The Lectures Program Event Assistants help with the onsite management of evening events. The program sponsors approximately 100 lectures, forums, and events annually. All events are open to the public and draw an audience of students, faculty, and staff from across the University and the Ames community. The Event Assistants work directly with the Lecture Program staff to assist with the general execution of events, serving as a point person for questions, concerns, and problems while setting up, during, and immediately after an event. Lectures are scheduled Monday-Thursday evenings from September to April and are primarily held in the Memorial Union. Onsite event coordination requires working with event audiences ranging from 30 to 800 people.

Specific responsibilities include:

  • checking on catering and room sets
  • setting up signage
  • assisting and directing audience members before and after the event
  • remaining in the lecture room throughout the event
  • assisting with author book signings and pre-or post-lecture receptions
  • assisting with student sign-ins after events 

Event Assistants work approximately 10 hours or 2-3 events per week. The main work hours fall between 6-10pm, Monday through Thursday, to overlap with scheduled programming. Hours are flexible on days when events are not scheduled, especially at the beginning and end of the semester. On non-event days, the student employee may assist with event-related office work between the hours of 9am-5pm.

A successful Event Assistant is assertive, attentive to details, collaborative, and self-motivated. The successful candidate will present themselves professionally, be able to communicate clearly, and serve as a contributing member of the Lectures team.

Please check back for application information in early August.