PROCURING & GETTING THE MOST FROM
YOUR EVENT PLANNING INTERN
Prepared for Colorado Festivals and Events Association, Pueblo, CO March 26, 2014
Prepared by
Dr. Cynthia Vannucci, CMP, CHME, CHSP Internship Coordinator
Hospitality, Tourism, and Events Department Metropolitan State University of Denver
ASK YOURSELF, WHY DO I WANT AN EVENT PLANNING INTERN?
What will they do?
How long will I have an intern?
What types of things should or could an intern
do?
HOW DO I GO ABOUT PROCURING AN INTERN FROM THE HOSPITALITY TOURISM AND EVENTS DEPARTMENT?
Who to contact?
How far in advance do I need to procure an
Event Management Student Intern?
Is there paper work involved? Do I give them a grade?
AS A SPONSORING AGENCY, WHAT AM I RESPONSIBLE FOR WHEN BRINGING ON A METRO STATE HOSPITALITY, TOURISM, AND EVENT INTERN?
Know a young persons knowledge limitations
The time commitment
One supervisor
A reasonable and safe place to work
Working towards Meeting /Event Planning
competencies, so that the intern can work toward meeting them, and writing about those
WHAT ARE THESE EVENT PLANNING COMPETENCIES?
Come from two sources
Certified Meeting Planner Designation
SPONSORING AGENCY RESPONSIBILITIES CONTINUED
Understanding where the Internship fits in the
Fair Labor Standards Act
The Law States: Students take more from the
experience, than a sponsoring agency gets from the student
This is NOT Volunteer Labor
Students are given a higher duty of care, when they are
RESPONSIBILITIES OF THE SPONSORING AGENCY CONTINUED
To pay or not to pay?
Job descriptions?
HOW DO I SIGN UP TO PROCURE AN INTERN
Decide the jobs that an intern could do
Write a job description and make it interesting!
Ask to be put onto the HTE Internship Data Base
Discuss the position with the HTE Internship
Coordinator to assist in finding the right person for your agency
Wait for an Event Student Intern to pick your
sponsoring agency. (Both a sponsoring agency and a student select each other, but differently!)
UNDERSTAND THE TIME CONSTRAINTS OF THE INTERNSHIP
In Spring and Fall Semesters, it lasts 15 weeks
for 10 hours per week
In Summer Semester, it lasts 8 weeks, for 20
WHEN DOES AN INTERN LOOK FOR AN INTERNSHIP?
It depends!
Some will try and find their internship 30,60, or 90
days before a semester begins (It is a 3 credit
class, and they register for that class between 30 to 90 days out)
Fall Semester begins: Third week in August, and ends the first week in December
Spring Semester begins: Third week in January, and ends the first week in May
Summer Semester begins: First week in June and ends the first week in August
THE PROCESS FOR CHOOSING AN INTERN
They need to be interviewed
Once you have both agreed that this will be a
good fit, paper work does not to be signed and given to the HTE Internship Coordinator
Make sure you understand this is a class for
the student. Help them meet their goals while meeting some of your own!
WORK LOADS AND TIME COMMITMENTS
Remember your intern is there to compliment
the learning that has been going on in the class room of their university
Plan the work for the intern according to
competencies
i.e. 15 weeks, maybe consider 5 competencies,
each one done for 3 weeks
Examples of a competency: Site Selection, Program
WORK LOADS AND TIME COMMITMENTS
Interns want to please you, but don’t take
advantage of this person. If you want extra hours from them, be willing to pay them.
Don’t assume they know everything about
event planning. Their course work is broad based to cover the wide variety of event
EVENT COURSES TAUGHT IN THE HTE PROGRAM
An Introduction to Event Planning
Corporate Planning
Event Support Systems
Event Catering Strategies
Hospitality Promotions
Trade Shows and Exhibitions
Special Event Production
Global Meeting and Event Planning (Some
students have studied at the University of Prague with this course!)
ROUND TABLE DISCUSSION ON PLANNING FOR AN EVENT MANAGEMENT STUDENT INTERN
List a possible event that you may want to
share this planning experience with a student intern
Identify competencies that you feel you could
guide the intern with mastering
Prepare a small job description that you may
FOR MORE INFORMATION PLEASE CONTACT:
Cynthia Vannucci, Ph.D., CMP, CHME, Internship
Coordinator
Metropolitan State University of Denver
Hospitality, Tourism, and Events Department Campus Box 60
Denver, CO 80217
Phone: 303-556-3152 (Main Office)
303-556-3367 (Direct Line to Dr. Vannucci)
720-496-8450 (Dr. Vannucci’s personal cell number) [email protected]
THANK YOU FOR ALLOWING ME TO PRESENT ON “PROCURING & GETTING THE MOST FROM YOUR EVENT PLANNING INTERN
I welcome your calls and e mails!
My goal: Job placement for our students in the
Hospitality, Tourism, and Events Department at Metropolitan State University of Denver