Conventions Intern (Summer 2025)

Description

Part-time - 15 hours/week

In-office (not eligible for remote work)

Internship dates: May 1 - August 31, 2025 (negotiable - will work around school schedule)

This position is responsible for logistics coordination of the Kiwanis family conventions as assigned by the Convention Specialist. This position provides support to the Meetings and Conventions team related to pre- and post-event projects, as well as onsite at the convention(s). 

ESSENTIAL FUNCTIONS:

• Work closely with members of the Meetings & Conventions Team to support the goals, strategies and plans implemented to achieve the vision, mission and strategic objectives of the Organization and the International Office.
• Assist with housing/hotel tasks for assigned Kiwanis Family conventions and meetings to include VIP rooming lists, travel forms and other associated tasks. 
• Assist with pre-event and on-site registration to include VIPs, exhibitors, partners, vendors and special events plus related materials. 
• Assist in developing other event, meeting and travel forms and associated tracking and reporting. 
• Coordinate special events to be held onsite at convention(s).
• Assist with health and safety tracking, including dietary restrictions and emergency action plans.
• Assist with exhibitor search, invitations and inquiries including content for website and mobile apps.
• Oversee resource and materials creation and handling for shipments, signage, event binders, and other elements in physical and digital formats.
• Assist onsite at convention(s) with set up, session room checks, registration desk and special events.
• Assist post-convention with debrief of the event.
• Assist post-convention with meeting and event preparations for other scheduled events.

OTHER FUNCTIONS:

• Work cross-functionally with other Kiwanis staff teams.
• Assist in the training and supervision of convention host committees (volunteers).
• Develop convention information materials for Member Services Team and help maintain the team file library and archives, including Standard Operating Procedures (SOPs).
• All other duties as assigned.

Requirements

Educational Requirements:

• High School diploma
• Advanced studies in meeting planning, Hotel and Restaurant management or other related field.

Experiential Requirements:

• Previous meeting or event planning experience (volunteer experience acceptable).
• Excellent customer service/concierge skills.
• Efficient multi-tasking abilities and high attention to detail.
• Capable of maintaining positive working relationships.
• Strong communication and support abilities.
• Ability to adhere to assigned priorities and deadlines.
• Ability to work well independently and as part of a team depending on the assignment.
• Passion for innovation, creative thinking, current industry and market trends, and new technology.
• Experience with event software applications a plus.
• Experience with use of artificial intelligence (AI) a plus.

Required Skills:  

• Microsoft Office Suite products. 

Other Requirements:  

• Kiwanis Family or service club experience a plus.
• Experience with membership-based organizations a plus.
• Multilingual a plus.

WORKING CONDITIONS/OTHER INFORMATION:

• On-site work hours. (Position is not eligible for remote work.)
• Some after-hours and weekend work may be required to support meetings and conventions.
• Domestic travel required to be onsite for assigned convention(s).
• May be required to sit and/or stand 5+ hours per day while working onsite at a meeting and/or convention.
• May be required to lift up to 50 pounds.
• Ability to work in a hybrid environment.