Planning Intern

This is a Part Time Paid Internship

(I) Planning Intern

Internship Purpose
The SXSW Planning department operates at the center of all things SXSW. The department intern will work extensively on the logistics and details of our events and assist in contracting, managing, detailing, and executing many aspects of the March 2025 event. This Intern will get a well-rounded experience in event management as they work closely with the Planning Department to complete pre-event, on-site, and post-event tasks.

Duties & Responsibilities

Responsibilities include, but are not limited to:
• Input and cross-check 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, contracting with vendors, and submitting signage and banner orders.

• Assist with the management of back-of-house entries and heightened security details.

• Prepare and manage contracts, e-mails, and essential documentation in preparation for on-site management.

• Coordinate the annual post-event SXSW Staff Dinner by contracting a venue, confirming the menu, sending invitations and confirming numbers, and being the on-site point of contact.

• Participate in pre-event venue walk-throughs and client meetings

• Gather all necessary information, schedules, contacts, and supplies to take over management of a venue on-site

On-site Responsibilities
• Manage assigned conference programming venue, including but not limited to monitoring food & beverage orders, room flips, programming schedules, speaker needs, and client events.

• Support the SXSW Shuttles Coordinator in operating the on-site phone during assigned shifts.

• On-site administrative support, including internal and external communications, daily planning sheets, print materials, and correspondence.

• Assist in deploying last-minute needs and is available for 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

• 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
This position requires extensive physical activity during events due to managing and monitoring venues. It may require lifting or moving equipment or furniture up to 20 lbs. with or without accommodation. This internship can be in a high-stress environment.

Work Location, Schedule & Pay
The SXSW Planning Intern is a 16-hour/week commitment at $12/hour from January 2025 to April 2025. This office-based position is located in Austin, Texas. SXSW office hours are Monday through Friday, 10 am to 6 pm, except for possible Saturday all-staff meetings leading up to the event. The office schedule will be determined based on Intern's class schedules. The Intern must be available during the event, including extended hours (up to 40 hours per week), nights, and weekends.