Event Planning Intern

Responsibilities - Event Planning

• Event Planning & Coordination
  • Plan and support community, networking, and organizational events
  • Develop event timelines, run-of-show schedules, checklists, and contingency plans
  • Coordinate venues, schedules, transportation, supplies, technology, and other event logistics
  • Track priorities, deadlines, deliverables, and outstanding decisions
  • Support virtual events and team travel arrangements
  • Conduct post-event reviews and recommend improvements
• Staffing & Event Management
  • Determine staffing and volunteer needs
  • Assign and communicate event roles and responsibilities
  • Coordinate event-day schedules, coverage, setup, execution, troubleshooting, and breakdown
  • Monitor staffing gaps and ensure assigned responsibilities are completed
• Vendor & Logistics Management
  • Research vendors and gather pricing, availability, requirements, and logistics
  • Maintain vendor contacts, quotes, contracts, and deadlines
  • Coordinate approved delivery, setup, pickup, and payment details
  • Present vendor recommendations and any changes, costs, or contractual commitments to the President/CEO for approval
• Meetings & Team Coordination
  • Schedule and lead event planning meetings as assigned
  • Prepare agendas, project updates, decisions, action items, owners, and deadlines
  • Follow up with team members on outstanding tasks
  • Coordinate with the President/CEO, Operations Manager, ASA team, Board of Directors, vendors, and external partners
  • Communicate project risks, delays, and major changes in a timely manner
• Communication & Administration
  • Serve as a professional point of contact for vendors, attendees, partners, and other stakeholders
  • Prepare event communications, reports, presentations, materials, and documentation
  • Maintain organized event records, schedules, contacts, and contracts
  • Handle confidential information with discretion and professionalism
• Leadership & Approval
  • The President/CEO retains final decision-making authority for event strategy, vendors, contracts, budgets, expenses, partnerships, and major event changes
  • Obtain President/CEO approval before making commitments on behalf of ASA
  • Incorporate leadership feedback and ensure event execution aligns with ASA goals and standards

Requirements - Event Planning

• Located in the Chicagoland area
• Able to attend in-person events in March and April, plus additional events as needed
• Commit to 15–20 hours per week
• University graduate preferred
• Strong planning, organization, and attention to detail
• Able to pick up items up to 15 lbs.

Current Events

• 2027 Nickel Nickel Fundraising Event
• 2026 Minnesota Nice Event
• ASA Rizal Center Event
• 2027 NAAAP National Convention, attend/help plan