Position Title: Special Events Co-op

Crystal Bridges is a museum of American art located in Bentonville, Arkansas. We explore the unfolding story of America by actively collecting, exhibiting, interpreting, and preserving outstanding works that illuminate the American heritage and artistic possibilities.

We are passionate about transforming lives through experiences that encourage the discovery of new ideas, expanded dreams, and inspired actions.

As an intern at Crystal Bridges Museum of American Art, you will be empowered to think creatively, ask questions, and make suggestions to help move the institution forward.

Position Summary:

The Special Event Intern will gain firsthand immersion experience into the entire event lifecycle from sale through day of execution. The intern will support day to day functions of the Special Event Department including event planning, coordination, and execution in tandem with our Event Coordinators. The Intern will learn to review contracts after the sale, work with event budgets, become proficient in the use of event databases to build BEO’s, and utilizing floorplan software. In working alongside the Special Events team, the intern will learn the roles, responsibilities and the operations of a high functioning, full-service, multi-unit event venue and have the opportunity to work with a variety of event planners in the non-profit fundraiser, weddings, banquets, corporate, and community family programming fields.

Principle Responsibilities (Essential Functions):

Attend client meetings, planning sessions, and weekly staff meetings to review event operations and logistics.Shadow Special Event Coordinators during site visits with clients.Create BEO’s and layouts for events.Understand inventory management and work directly with rental vendors.Work day-of operations by liaising with other departments including facilities, IT/Production, housekeeping, food and beverage, protection services/security, and outside vendors.

Minimum Qualifications:

Education, Training and Traits:

• Formal hospitality track from accredited university

Licenses and Certifications:

• Valid Driver's License

Skills and Abilities:

• Ability to intern from March 2024-November 2024
• Ability to intern nights and weekends
• Customer service skills
• Detail orientation, ability to visually inspect a physical space for layout accuracy
• Written and verbal communication skills
• Ability to multi-task to support the event coordination process for multiple events at different phases of planning and execution.

Schedule:

• Monday, March 4, 2024, thru Saturday, November 30, 2024
• Weeks: Duration of approximately 39 weeks
• Hours:
  • March 4, 2024 thru June 1, 2024 (Up to 20 hours a week)
  • June 3,, 2024 thru July 27, 2024 (Up to 40 hours a week)
  • July 28, 2024 thru November 29,, 2024 (Up to 20 hours a week)
• Weekly schedule to be arranged with direct supervisor

Timeline:

• Applications due: January 12, 2024
• Intern selected by: February 9, 2024
• Anticipated Start Date: March 4, 2024

Required Documents:

• Cover Letter
• Resume
• At least one letter of recommendation; please submit a maximum of two.

Compensation

• $13.00 per hour (Undergraduate Intern)
• $14.00 per hour (Graduate Intern)

Physical Demands and Work Environment:

The physical demands described here are representative of those that must be met by an intern to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical demands: In the work environment described below, position requires work at a desk, utilizing a computer and a telephone for prolonged periods of time, good eye/hand coordination, bending and stretching for filing, and physical stamina to lift a minimum of 25 pounds to a height of at least three feet for file and materials storage as appropriate for the demands of the office. Visual acuity to review written materials is required for this job.
• Work environment: Work will be performed in an office environment and museum spaces. The noise level in the museum work environment is usually low to moderate.
• If the intern’s personal equipment is used, the museum accepts no liability for any damage caused to said equipment while being used for museum purposes, nor loss or corruption of electronic files on devices.