Live Events Careers

Logistics Coordinator with 500 Festival in INDIANAPOLIS, IN

500 Festival jobs
Internship: Internship
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Logistics & Operations Coordinator, Spring 2019 (Seasonal / Entry Level)

 Approximate hours: January-February = 20 hours per week, March = 30 hours per week, April = 50 hours per week, May = 60 hours per week

 Flexible schedule needed  

Hours vary from 16 hours per week to up to 70 hours per week.

Detailed schedule will be provided in interview.  

 January 21 – June 6, 2019

Supervisor: Glenn Amos, Director of Events and Programs

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 18 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 and contract employees join us for the spring, and another 7,000 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 premier 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: The ideal candidate for this position should be a problem solver and be well organized with experience or interest in event, tourism or sports management. This person should be able to work well with a diverse group of individuals and have a strong desire to be a team player. The candidate must be proactive and have a strong work ethic.

 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.

Majority of the candidate’s time and effort will be spent at the 500 Festival warehouse 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 manager. The candidate will spend some time each week in the office with staff and interns planning for future events and attending necessary meetings. 

 Job Specifications & Description:
·         Work closely with 500 Festival staff including the Event Managers, Event Coordinators, 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 well as all Festival events, 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 in other duties as assigned 
Job Requirements:
·         Ability to drive and operate a forklift, pallet jack and box truck
o   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 some holidays and weekends
·         Must have ability to work on projects individually and as a team
·         Event planning and/or logistics experience is a plus
·         College experience preferred, intern credit is available
·         The coordinator will earn $9.00 per hour with overtime when applicable 
·         Approximate hours: January-February 20 hours per week, March 30 hours per week, April 50 hours per week, May 60 hours per week
·         No relocation or housing assistance is provided
Application Process:
·         Interviews will be conducted on a rolling basis as applications are received
·         All offers will be extended no later than Friday, November 16, 2018
·         Start date of January 21, 2019
·         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 IPL 500 Festival Parade
·         Two tickets to the 103rd running of The Indianapolis 500 
·         Professional development opportunities 
·         Great experience and fun!

Job Questions:

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