The Ultimate Guide to Event Planning Internship

Event planning is an exciting, fast-paced, and multifaceted industry that plays a crucial role in bringing everything from weddings and corporate conferences to festivals and fashion shows to life. For those aspiring to break into the world of event planning, internships provide the perfect gateway. They offer practical experience, build essential skills, and help you develop the networks necessary for a successful career.

Why Pursue an Event Planning Internship?

1. Gain Hands-On Experience Event planning is best learned through experience. An internship immerses you in real-world scenarios, allowing you to plan, organise, and execute events. Whether it’s managing logistics, negotiating with vendors, or troubleshooting last-minute challenges, internships offer the chance to apply your knowledge in real time and learn through doing.
2. Exposure to Different Event Types Interning at an event planning company provides exposure to various types of events, from corporate meetings and product launches to social gatherings and large-scale festivals. This diversity helps interns discover which areas of event planning they’re most passionate about and where their strengths lie.
3. Develop Essential Skills Event planning is a multidisciplinary field that requires a blend of creative, organisational, and communication skills. During your internship, you’ll hone skills such as time management, budget handling, problem-solving, negotiation, and client relations, all of which are vital for a successful event planning career.
4. Build a Professional Network Networking is a key component of event planning. Internships provide opportunities to meet industry professionals, vendors, and clients. These relationships can open doors to future job opportunities or even mentorships that will help guide your career path.
5. Boost Your Resume and Portfolio Every event you help plan as an intern adds to your experience and portfolio. Documenting your involvement in different projects can be an excellent way to showcase your talents to future employers. A well-rounded portfolio that highlights various aspects of event management will set you apart in this competitive industry.

What to Expect from an Event Planning Internship

An event planning internship provides a comprehensive learning experience, offering a behind-the-scenes view of how events are organised from beginning to end. Below are the common responsibilities and tasks you may encounter during your internship:

1. Venue Scouting and Coordination “Venue selection is crucial for any event. As an intern, you’ll research and visit potential venues to ensure they meet the client’s needs, considering factors like location, capacity, budget, and event type when making recommendations.”
2. Vendor Management: “Vendors such as caterers, florists, photographers, and entertainers are essential to any event. Interns help coordinate with vendors, ensuring contracts are in place, and services are delivered according to the event’s timeline and standards. Managing vendor relationships is a key skill for future event planners.”
3. Budgeting and Financial Planning Budgeting is a key aspect of event planning. Interns assist in managing cost estimates, tracking expenses, and negotiating contracts with vendors to stay within the event’s budget. This experience teaches interns how to balance client expectations with financial realities.
4. Event Design and Theme Development “Creativity is important in event planning internships. Interns help with event design by creating mood boards, selecting colour schemes, décor, and lighting, and assisting with theme development for various events.”
5. Guest List and RSVP Management Managing guest lists are crucial, especially for large events. Interns typically help organise invitations, track RSVPs, and prepare seating charts. You may also help coordinate special guest requirements, such as VIP seating or dietary restrictions.
6. On-Site Event Support: “The day of the event is when everything comes together, and interns play a vital role in ensuring smooth execution. Tasks may include helping with event setup and breakdown, coordinating with vendors on-site, troubleshooting any issues that arise, and ensuring that the event runs according to schedule.”
7. Marketing and Promotions If you’re interning with an event planning firm that also handles marketing, you may assist with promotional efforts, especially for public events like festivals or trade shows. This could include social media marketing, email campaigns, or creating promotional materials to drive event attendance.

Key Benefits of Event Planning Internships

1. Broad Skill Development Internships in event planning cover a broad spectrum of skills—everything from negotiation to creative design to logistics management. This diversity of experience prepares you for a wide range of career opportunities, whether you want to specialise in corporate events, weddings, or even virtual events.
2. Learning to Handle Pressure Event planning is known for its fast-paced nature, especially as the event day approaches. Internships teach you how to stay calm under pressure, juggle multiple tasks, and make quick decisions. These are essential traits for succeeding in this industry.
3. Understanding Event Logistics Events are built on careful logistical planning, and internships provide hands-on experience in coordinating various elements. You’ll learn how to manage timelines, ensure that vendors deliver on time, and handle the logistical details that make an event run smoothly.
4. Client and Team Interaction Working in event planning requires excellent people skills, as you’ll need to interact with clients, team members, and vendors. Internships give you a chance to develop these skills by observing and participating in client meetings and team briefings.

How to Find an Event Planning Internship

1. Search Online Job Boards Job boards such as LinkedIn, Indeed and specialised platforms like Eventbrite often list event planning internship opportunities. Make sure to tailor your resume and cover letter to highlight any relevant skills or experience you already have.
2. Network with Industry Professionals Attend networking events, workshops, or expos where event planners gather. These industry-specific events are great places to meet professionals and inquire about internship opportunities.
3. Contact Event Planning Companies Directly Don’t hesitate to reach out to event planning firms or independent planners directly. Many companies are open to taking on interns, even if they don’t actively advertise positions. A well-written email showcasing your passion and eagerness to learn can go a long way.
4. Join Event Planning Association Organizations such as Meeting Professionals International (MPI) or the International Live Events Association (ILEA) often provide internship listings and resources for aspiring event planners. Becoming a member can also help you access networking opportunities and industry insights.

Tips for Succeeding in an Event Planning Internship

1. Be Proactive Take the initiative to ask questions, seek opportunities to contribute, and go the extra mile when assigned tasks. Event planning is fast-paced, and supervisors will appreciate interns who are proactive and ready to jump in when needed.
2. Stay Organized Being detail-oriented and organised is critical in event planning. Whether you’re tracking vendor contracts, managing guest lists, or overseeing the timeline, staying organised will help you stay on top of multiple tasks at once.
3. Communicate Effectively Strong communication is key in event planning. Whether you’re communicating with clients, vendors, or your team, be clear, concise, and professional. Keep everyone updated on your progress and any issues that arise.
4. Adapt to Change Events rarely go 100% according to plan, so learning how to adapt and problem-solve on the fly is a valuable skill. Embrace the challenges as learning opportunities, and remain calm in high-pressure situations.
5. Document Your Work Keep track of the events you help plan, from the initial stages to execution. Documenting your contributions will help you build a portfolio, which can be a valuable asset when applying for future roles.

Conclusion: 

Kick-start your Career with an Event Planning Internship

Are you ready to turn your passion into a career? Start searching for event planning internships and take the first step towards making extraordinary events happen!