Live Events Careers

Logistics & Operations Intern - 500 Festival (Indianapolis · IN)

500 Festival jobs
Sports Jobs in Indianapolis · IN
Internship: Internship
Logistics & Operations Intern, Spring 2022

Areas of Focus: 
500 Festival warehouse operations and event logistics prior to and during 500 Festival events and programs. The position will also support every event professional in planning and executing their events. This position will cover all aspects of the event operations department of the 500 Festival. 

40 hours per week requested but flexible if needed
January to June 2022
(This timeframe and specific start and end dates are subjected to shift due to ongoing complications associated with the coronavirus pandemic)
Supervisor: Nick Kopka, Program and Event Manager

The Organization:
The 500 Festival is a nonprofit organization dedicated to celebrating the spirit and legacy of the Indianapolis 500. To achieve our mission, we create fun and life-changing community events that create hype around the city of Indianapolis and state of Indiana in preparation for race weekend. After all, it’s the largest single-day sporting event in the world! Over half a million people are impacted by our events each May, and we love what we do. 

The People:
The 500 Festival staff is 16 deep and packed with talented, hard-working professionals who care about our city, our state, and what the Indy 500 means to its history and culture. An additional 11 interns join us for the spring semester, and another 3,500+ volunteers help us make May a month-long celebration covered in Hoosier hospitality. 

The Atmosphere:
The office culture is a blend of professionalism and fun with varying personalities and skillsets. We take our jobs seriously, but at the end of the day, we’re the Festival! Whether you’re planning the nation’s best half marathon, executing a flawless red-carpet event, or producing one of the world’s largest parades, it’s hard work, but always fun and rewarding! 

The Candidates:
We want the hardest working and most passionate students. If you’re looking for a career in events, have a willingness to learn, flexibility to put in some long hours in May, and you’d like to have a blast with a class of 10 other interns, then, join us this spring and help us produce the greatest month-long series of events on Earth. 

The ideal candidate for this internship must be interested in the event industry and be proactive and self-starter in execution of assigned responsibilities. This candidate should be organizationally sound with a desire to be a team player. Candidates will be expected to possess the understanding of Microsoft office products and have strong written and verbal communication skills. Candidates will ultimately gain hands on experience prior to and at all of the 500 Festival events with planning, set up, tear down and production responsibilities.

The candidate must also be flexible and willing to put in additional hours as needed prior to and especially during the month of May for all of the 500 Festival events. This would include the ability to work up to 14 hours per day and 80 hours per week during peak event times.

A good deal of the candidate’s time and effort in the month of May will be spent at the 500 Festival warehouse before events organizing and loading supplies for the different events and programs. The candidate will also attend 500 Festival events in a support role to the event director. The candidate will also spend time each week in the office with staff and other interns planning for future events and attending necessary meetings. 

Please note- The 500 Festival is committed to providing a safe working environment for our Employees, our event participants and members of the public with whom we interact regularly. Internship offers may be contingent on proof of the COVID-19 vaccination being administered.

Internship Specifications & Description:
  • Work closely with 500 Festival staff including the Event Directors of the Mini-Marathon, as well as event managers, committee members and volunteers
  • Procure appropriate supplies from approved vendors in accordance with needs presented by staff and committee for 500 Festival events.
  • Organize and implement a plan for distribution and return of all equipment for the Mini-Marathon.
  • Serve as warehouse coordinator in relation to Mini-Marathon and all other 500 Festival activities and events (shipping and receiving; coordination of load-in and load-out schedules).
  • Responsible for maintaining a neat, clean and orderly warehouse
  • Develop project timelines and on-site event production schedules
  • Assist with general event logistics for the Mini-Marathon as needed.
  • Assist with logistics of the 500 Festival Miler Series (held in February, March, & April)
  • Serve as on-site logistics support for all Festival events.
  • Assist the event operations team in any planning and execution of their events and programs.
  • Complete all other duties as assigned by 500 Festival operations team. 
Internship Requirements:
  • Ability to drive and operate a forklift, pallet jack and box truck
  • 500 Festival is willing to give instruction
  • Must be able to lift at least 60lbs
  • Must be able to stand and sit for long periods of time
  • Must have a valid driver’s license with a clean driving record
  • Must be comfortable communicating with various individuals and groups ranging from volunteers to board members
  • Must have a working knowledge of computers and Microsoft Office
  • Must be available to work longs hours including weekends
  • Must have ability to work on projects individually and as a team
Compensation & Educational Requirements: 
  • The intern must obtain educational credit at a junior or senior level from an accredited college or university
  • The intern will earn a weekly stipend of $200 that will be paid at the end of each month
  • No relocation or housing assistance is provided 
  • Training and/or experience in meeting/event planning, recreation, tourism, marketing, special events or a related field is recommended
Application Process:
  • Interviews will be conducted on a rolling basis as applications are received
  •  The internship duration is expected to occur between January and June 2022, however specific start and end dates will be mutually agreed upon by and with consideration of the selected candidate’s degree requirements and the 500 Festival’s Spring 2022 event schedule.
  • Due to the ongoing pandemic, all interviews with potential candidates will take place via Microsoft Teams
  • Experience a behind-the-scenes look at the month of May in Indianapolis
  • Assist in production of 500 Festival events and programs while gaining valuable insight
  • First-hand view and involvement in production of world-class events and programs 
  • Free, convenient parking during business hours 
  • 500 Festival branded apparel 
  • Opportunity to collaborate with community leaders and volunteers 
  • Two tickets to the AES 500 Festival Parade
  • Two tickets to the 106th Running of the Indianapolis 500 presented by Gainbridge
  • Professional development opportunities throughout the spring offered through the 500 Festival Leadership Development Program, presented by BKD
  • Great experience and fun!