An event management trainee assists an event manager in coordinating all aspects of an event, including theme, budget, vendors, and logistics. The trainee also conducts research, negotiates with vendors, and coordinates behind-the-scenes activities on the day of the event. After the event, the trainee helps to ensure that the venue is left in pristine condition and prepares a final expense report.
An event management trainee works under the tutelage of an event manager to ensure that all aspects of a planned event run smoothly. Event management is a term used to describe the act of planning and executing events, and many schools offer hotel and hospitality management degrees to train event managers. The event management trainee works with the event manager to coordinate theme, budget, food, venue, music, press releases, security and many other logistical aspects needed when hosting an event.
Theme is often the first item discussed when event handlers work with a client. Understanding exactly what the customer wants helps the event manager and trainee know where to start. Trainee positions often involve researching the history behind the topic for historical accuracy. For example, a Gone with the Wind costume party should include antebellum dresses and possibly even period food and music. The Event Manager Intern researches the normal items for that period and provides the Event Manager with the details needed to develop a plan.
Budgeting is another important aspect of event planning. Once the theme is established, the event manager will discuss budget limits with the client to determine what spending amount is available. The trainee is responsible for requesting quotes from the various vendors, consolidating the information and providing the event manager with a report for analysis. Depending on the final report, negotiations may be necessary to ensure that the customer’s needs are met. The intern can participate in negotiations between the event manager and the vendors or the customer to learn how the art of negotiation is conducted.
An event management intern is sometimes considered a “squirrel” due to the number of last minute tasks assigned. As the day of the event approaches, many small activities, such as calling to confirm deliveries or checking the RSVP list, fall to the trainee. Daily feedback sessions are common as the event manager and intern run a checklist to ensure all aspects are addressed in a timely manner.
On the day of the actual event, the event management intern is typically tasked with coordinating behind the scenes with the various vendors. Mundane objects such as scheduling parking and unloading zones for vendors, as well as confirming that the correct items ordered have been delivered, fall to the trainee. When the event starts, the event manager can be a part of the festivities and the intern will continuously monitor the vendors to ensure everything runs smoothly.
Upon completion of the event, the manager and event management trainee will work with vendors to ensure the venue is left in pristine condition and all materials are removed. In the days following the event, the intern will work to return all rented or borrowed items and prepare a final expense report. The manager and intern discuss any resulting issues and determine how to handle the future. After final expenses are paid, the intern files the event report and moves on to the next event.
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