Special Events Intern

Greenleaf Hospitality Group•Kalamazoo, MI

3d•Onsite

About The Position

The Event Management Intern will gain hands-on experience in the planning, coordination, and execution of events at Wings Event Center while developing the skills necessary for a career in venue and event management. This internship is designed to provide meaningful, real-world experience across the full event lifecycle—from initial client inquiries and event planning through setup, event execution, and post-event follow-up. The intern will work closely with the Special Events Manager, Special Events Coordinator, internal departments, clients, vendors, promoters, tenants, and event staff. As the intern develops their knowledge and capabilities, they will take increasing ownership of assigned responsibilities and events.

Requirements

Currently pursuing or recently completed a degree, certificate, or program in Event Management, Hospitality, Sports Management, Recreation, Business, Marketing, Communications, or a related field.
Genuine interest in pursuing a career in event or venue management.
Working knowledge of Google Workspace, including Gmail, Google Docs, and Google Sheets.
Ability and willingness to learn Momentus and other event management systems.
Ability and willingness to learn the venue's ticketing system.
Strong organizational skills and attention to detail.
Strong written and verbal communication skills.
Ability to manage multiple priorities, deadlines, and responsibilities.
Ability to work effectively with a wide variety of people, including clients, coworkers, vendors, promoters, tenants, and guests.
Strong problem-solving skills and the ability to remain calm and professional in a fast-paced environment.
Self-motivated with a willingness to learn, take initiative, and accept feedback.
Ability to work independently while also functioning effectively as part of a team.
Flexible, adaptable, and willing to jump in wherever needed to support the success of an event.
Passion for creating exceptional experiences for clients and guests.
Ability to work evenings, weekends, holidays, and event-based schedules.
Ability to stand and walk for extended periods, including shifts of 10 hours or more during certain events.
Ability to stoop, bend, and perform repetitive tasks as required.
Ability to lift up to 40 pounds.
Ability to comply with all applicable safety, health, and venue standards.

Nice To Haves

Previous experience in events, hospitality, food & beverage, customer service, recreation, sports, or a related field preferred.
Experience with Canva, Instagram, Facebook, or other creative media platforms preferred.
Experience with AutoCAD, Event Draw, or similar design platforms is a plus.

Responsibilities

Learn and participate in the full event management process at Wings Event Center, from initial inquiry through post-event follow-up.
Work as part of the Special Events team to detail, coordinate, and execute events.
Gain hands-on experience serving as an on-site event contact and supporting event operations before, during, and after events.
Assist with creating and maintaining event documentation, including production sheets, event orders, huddle sheets, layouts, schedules, and other operational materials.
Coordinate and communicate event needs with Food & Beverage, Engineering & Facilities, Set Up, Guest Relations, Security, Ticket Office, Marketing, and other internal departments.
Develop a working knowledge of Momentus and learn how event management systems are used for scheduling, detailing, billing, and managing production and customer information.
Learn to create and update event layouts, seating diagrams, and concert configurations using AutoCAD Web, Event Draw, or other applicable design tools.
Assist with incoming event inquiries and sales leads by gathering event information, understanding client needs, and determining venue fit.
Assist with event setup and logistics, including setup requirements, walkthroughs, load-ins, deliveries, vendors, merchandise, shipments, and other event needs.
Participate in event setup, execution, and load-out while learning how to identify and communicate operational needs as they arise.
Develop an understanding of event flow, guest movement, entrances, exits, queue lines, signage, seating, and other operational considerations.
Complete hands-on shifts with key venue departments, including Parking, Security, Guest Experience, and Ticketing, to gain a comprehensive understanding of how each department supports event operations and the overall guest experience.
Assist in responding to client, guest, staff, and vendor questions and concerns while learning how to resolve or appropriately escalate issues.
Work with the Ticket Office to develop an understanding of ticketing systems and how ticketing impacts event operations, guest flow, staffing, seating, parking, and overall event planning.
Assist with client settlements, post-event surveys, damage assessments, and other post-event follow-up.
Assist with developing and maintaining event SOPs, procedures, checklists, and operational resources.
Support event marketing efforts, including content creation, event signage, social media, and promotional materials.
Build positive working relationships with clients, coworkers, vendors, promoters, tenants, and community partners.
Participate in special projects and continuous improvement initiatives designed to enhance event processes, communication, efficiency, and the guest experience.
Learn to quickly pivot and adapt to changing event needs, priorities, and unexpected situations while maintaining organization and professionalism.
Take on increasing responsibility throughout the internship as knowledge, confidence, and event management skills develop.
Gain exposure to the planning and development of the new Kalamazoo Event Center, including opportunities to learn how a new venue is prepared for opening and ongoing operations.