Events Coordination Intern

1 week ago

Austin, Texas, United States Willpower Full time

Job Title: Events Coordination Intern

Company: WILLPOWER

Location: Austin, Texas [On-Site Required]

Duration: 4 months

Internship Type: Unpaid

About Us: WILLPOWER is a community focused on mindful drinking, supported by healthier beverage options. We organize a variety of engaging sports and wellness events, along with initiatives that foster community involvement. Our mission is to encourage active lifestyles, strengthen community ties, and create unforgettable experiences for individuals of all ages and backgrounds.

If you are passionate about organizing and hosting exceptional events with remarkable brands, this opportunity may be a perfect fit for you.

Job Description:

Objective:

To strategize, coordinate, and implement events that align with the objectives of WILLPOWER while ensuring effective vendor collaboration and relationship management.

Key Responsibilities:

Event Planning and Coordination:

  • Design and execute events that reflect the organization's mission and vision.
  • Oversee all logistical aspects of events, including venue selection, catering, attendee registration, and technical equipment.
  • Develop comprehensive plans for all event components, such as timelines, locations, suppliers, and budget considerations.
  • Manage and supervise events on-site, addressing issues, welcoming attendees, directing setup, communicating with staff, and coordinating with vendors.

Vendor Outreach and Management:

  • Identify and evaluate potential vendors for various event requirements.
  • Engage with prospective vendors to request quotes, negotiate agreements, and finalize services.
  • Build and maintain relationships with vendors to ensure favorable conditions and ongoing collaborations.
  • Assess vendor performance after events to ensure quality and cost-effectiveness, and implement follow-up actions for continuous improvement.

Budget Management:

  • Prepare and oversee event budgets, ensuring financial efficiency.

Stakeholder Communication:

  • Act as the primary contact for all event-related inquiries.
  • Provide regular updates and communicate with internal and external stakeholders regarding event details and modifications.
  • Collect feedback from stakeholders post-event to enhance future events.

Marketing and Promotion:

  • Collaborate with marketing teams to promote events through various channels, ensuring wide visibility and engagement.
  • Manage the distribution of promotional materials and event information.

Skills and Qualifications:

  • Strong organizational and project management abilities, with meticulous attention to detail.
  • Excellent communication and interpersonal skills.
  • Capability to manage multiple projects independently.
  • Negotiation skills to secure products and services at competitive rates.
  • Strong problem-solving abilities and capacity to work under pressure.
  • Proficiency in Notion and Google Suite.

Work Environment: This position may require adaptability to various environments based on event locations and requirements. Flexibility to work irregular hours, including evenings and weekends, may be necessary for event execution.

Career Path: This role offers opportunities for advancement into senior event management positions, such as Event Manager and Director of Events, or can lead to other areas within marketing and public relations.

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