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Conference & Event Planning

The Conference & Event Planning Intern assists the Director of Conference & Event Planning and the Conference and Event Planning Manager in coordination of all events that take place in Lakeside Chautauqua. Events include youth camps, family reunions, weddings, anniversaries, private parties, conferences, business meetings, retreats and many internal events. Internal events include major weekend attractions such as Memorial Day weekend events, Fourth of July events, Lakeside Wooden Boat Show, Plein Air Art Festival, Heritage Day, etc. 

 

The coordination begins from the time of booking through event follow-up. The Conference & Event Planning Internship requires a high level of administrative duties involving database management of contacts, room set up/tear down, banquet services, timeline and invoicing. This individual is highly involved on location with each event.

 

Duties include greeting guests, ensuring the event runs smoothly and efficiently, and solving problems as they arise. It is preferred that this individual must be a current student in the hospitality, guest services, tourism, event planning or business fields seeking a career in event management. Summer 2016 graduates are preferred. The Conference & Event Planning Intern reports directly to the Director of Conference & Event Planning and the Conference and Event Planning Manager. Please note: the Conference & Event Planning Intern is expected to work days, evenings, some weekends and all summer holidays, often 12-hour days, as work schedule is based on scheduled events.

                                                                                                                                                                                                                   

ESSENTIAL DUTIES & RESPONSIBLITIES (PLUS OTHER DUTIES AS ASSIGNED):

  • Interface with existing and prospective clients to plan events, obtain details and disperse contracts

  • Assist clients with detail review and modifications in database system through event completion

  • Organize and fully execute details for special events: food court, Wooden Boat Show, Heritage Day, etc.

  • Work through and handle guest conflicts in a professional and calm manner

  • Negotiate menu and pricing with caterer, as well as coordinate and run chef summaries

  • Provide excellent customer service to clients fielding around 30 calls and 30 emails daily 

  • Request, complete and record deposits and final payments in database system and for the Finance Department

  • Coordinate all sales related activity by negotiating food, facility and accommodations pricing

  • Organize and conduct Event Team meetings with details, process changes and work order specifications

  • Update master event calendar, weekly checklists and tasks

  • Manage and provide support to Event Team set up and tear down, as well as facility cleaning

  • Liaison with groups to ensure high quality service, facility cleanliness and accommodations needs 

  • Take reservations and details for internal events, including boat rides, advancement and programming

  • Conduct guest follow up, including thank you notes, surveys, calls, reimbursement solutions and revenue forms 

  • Coordinate, book and manage supply inventory, including cleaning, linens and other purchases

  • Lead tours of the Lakeside grounds for potential clients

  • Participate in all LLA activities, forums and gatherings

  • Make an oral presentation to the Lakeside Chautauqua staff regarding summer internship experience

 

HOW TO APPLY: Applicants must submit a cover letter, resume and minimum of 3 professional references (name and contact information). Only electronic submissions will be accepted, including follow-up. Send materials to internships@lakesideohio.com. In the subject line, indicate the internship position that interests you. If you qualify for more than 1 position, please indicate in your cover letter and subject line; limit of 2. Applications are reviewed as they are received. Priority consideration will be given to applications received by Monday, January 2nd. The final deadline is Friday, March 3rd.