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2008 Special Events Intern Position Description
Department: Advancement (Special Events Intern)
Intern Supervisor: Special Events Coordinator
Length of Internship: 10-13 weeks beginning June 9, 2008
Scope: The special events intern will assist with the planning,
coordination, execution, and evaluation of CBMM events including
festivals, private parties, meetings, weddings and all buildings
and grounds rental activities.
Proposed Intern Schedule: 5 days per week; as events schedule
permits. Regular schedule is Monday-Friday, 9 a.m.-5 p.m. however
intern will be expected to be present on weekends when specific
special events are scheduled and will be permitted time off during
the week to off-set these hours.
Intern Goals and Responsibilities: The position goals include
imparting on-the-job training and experience in an expanding special
events field. The special events intern will work closely with CBMM's
Special Events Coordinator to gain conceptual knowledge, along with
the hands-on experience of completing specific tasks associated
with event planning. At the end of his/her internship, the special
events intern will have working knowledge of special event planning,
wedding planning, and private/meeting planning tasks, processes
and budgeting, which he/she will be able to translate into future
career opportunities.
Responsibilities:
- Assist with event planning and management.
- Develop analyze and work within budgets; maintain accurate
accounting of events costs and income and create purchase orders
for vendor payment.
- Manage vendor needs and requirements, to include insurance
and worker's compensation requirements; create and provide vendor
packets.
- Analyze projections for events to determine the expected cost
versus benefit.
- Develop timelines to meet special event objectives. Monitor
to assure milestones are on track and reporting is on time. Recommend
corrective actions as needed.
- Develop supplies checklist for each event, customizing checklist
template based on individual event needs.
- Determine manpower needs (including paid and un-paid staff)
for each event and provide a listing to department heads for staffing.
- Management of event logistics, including: the development of
the site plan, oversight of setup/break-down materials, management
of manpower needs, activities coordination, supply delivery, and
other activities as required.
- Plan and conduct pre- and post-event briefing sessions for
all participating staff.
- Compile results from the event, perform preliminary evaluation
of performance to goals, and provide results to supervising staff.
Based on evaluation and event briefing sessions, recommend improvements
for the future as appropriate.
- Attend various staff and committee meetings.
- Other duties as assigned.
Requirements: Current enrollment in a graduate or undergraduate
degree program with an interest and aptitude to work in the special
events field. Students majoring in special event planning, marketing,
communications, or public relations with strong written and verbal
communication skills, with the ability to prioritize tasks and
handle numerous assignments and who are proficient in Microsoft
Office applications are ideal. The best candidates will be able
to:
- Work independently within guidelines and ask for direction
when new situations arise.
- Work under tight deadlines and on multiple projects simultaneously,
with minimum supervision.
- Interact professionally with varying groups of people including
staff, volunteers, contributors, members, vendors and grounds
rental clientele.
- Accept supervision and mentoring while developing competencies
to manage projects effectively, create budgets, analyze the cost
versus benefit of activities, and monitor work within budgets.
Applicants must:
- Be detail-oriented, resourceful and creative.
- Possess excellent oral communication skills.
- Maintain a professional and amicable demeanor and appearance.
- Have good writing and organizational skills.
- Microsoft Office familiarity is a must
Other Information: The Chesapeake Bay Maritime Museum's 18-acre
waterfront campus has become a sought after venue for both public
and private grounds and building rental. The Museum hosts a variety
of events including business meetings, parties, weddings and large
events and festivals for up to 4,000 visitors. Internships provide
behind-the-scenes experience and knowledge of the Special Events
field that will help prepare students for professional employment.
Application Dates:
Applications are due by close of business Friday, February 28, 2008.
Notice of acceptance for intern positions will be made by Friday,
March 21, 2008.
Application Procedure:
The following additional items are required to complete your application.
Do not staple any of the required materials; they can be affixed
with a paper clip if necessary.
- A cover letter indicating the internship for which you are applying.
- A statement of no more than 500 words (two typewritten pages,
double-spaced), which explains how the Chesapeake Bay Maritime
Museum internship fits with your background and career goals.
Include the reasons for your choice of specific departments or
programs for an internship. Also describe what you hope to achieve
from the experience and what you believe you can contribute.
- Two letters of recommendation.
- Official copies of your most recent transcripts.
- Your resume.
- A recent writing sample.
Stipend: Full time interns are paid a stipend of $150 per
week. Interns are paid for holidays, but not for time lost due to
illness or personal leave. Co-ed, shared housing is provided to
interns on an as needed basis; a $50 refundable housing deposit
must be made at time of signed intern agreement.
Mail Applications to:
Melissa Spielman
Volunteer Administrator & Intern Coordinator
Chesapeake Bay Maritime Museum
Navy Point, P. O. Box 636
St. Michaels, Maryland 21663
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