Events & Rental Management Intern

Penn State University; Ferguson Township (PA); On-site; USD 22,000 - 23,000; Full time

Job summary

The Arboretum at Penn State is offering a paid summer internship for undergraduates, graduates, and recent grads interested in event management and related topics.

The position will work about 20 hours per week for 18 weeks, starting in May and ending after the Pumpkin Festival in October; start and end dates are negotiable. Responsibilities include in-office work, event staffing, and on-site coordination.

Qualifications

• Undergraduate, graduate student, or recent graduate interested in event management.
• Professional customer service mindset and willingness to learn.
• Strong organizational skills and familiarity with Microsoft Office.

Responsibilities

• Attend event meetings with the Events & Rentals Manager and client.
• Create and maintain timelines, diagrams, and maps for rentals.
• Communicate timelines and event logistics to vendors and collect COIs/licensing.
• Coordinate venue setup/teardown and signage while protecting the property.
• Assist with risk assessment and emergency coordination.
• Collaborate with the Volunteer Program Manager on scheduling and coordinating volunteers.
• Maintain a solution‑oriented mindset and gather guest feedback.
• Act as a garden guide with DEIB confidence.

Skills

Customer service

Organizational skills

Communication skills

Education

Undergrad or recent graduate status

Tools

Microsoft Office

Job description

Job Description and Position Requirements

The Arboretum at Penn State is offering one paid ($16.00/hr. undergraduate, $17.00/hr. graduate) summer internship for undergraduates, graduate students, and recent graduates interested in career paths in event management and related topics.

This position will work approximately 20 hours/week and will run for 18 weeks preferably beginning in May and concluding following the annual Pumpkin Festival in October; however, start and end dates are negotiable.

Internship responsibilities will be a combination of in-office work (weekdays), and event management and staffing (primarily nights and weekends).

Experience: This internship provides a hands‑on introduction to event management and customer service in a public garden setting. With the guidance and support of the Events & Rentals Manager, the successful candidate will gain event management experience with inter‑departmental organization, timelines, logistics, and on‑site coordination at rental spaces within the Arboretum. Additionally, this position will provide exposure to the rental contract process from inquiry to execution. The program will immerse the candidate in the world of public gardens, visitor services, and volunteer management while integrating public relations and donor support skills.

Primary Responsibilities

• Attend event meetings alongside the Events & Rentals Manager and client to walk through the details of the event, answer questions, generate ideas, and outline garden and event rules, regulations, and guidelines.
• Create and maintain up‑to‑date timelines for each rental event, including creating or adjusting event diagrams, layouts, and maps.
• Communicate timelines, rules and regulations, and event logistics (including items of special notice) to event vendors. This may include collecting certificates of insurance and licensing for caterers, when applicable.
• Coordinate venue setup and teardown, including event and directional signage and placement of ropes and stanchions, while preserving the integrity of the property and meeting the clients’ needs.
• Assist with event risk assessment and coordination of emergency response as needed (e.g. inclement weather, medical emergencies).
• Collaborate with the Volunteer Program Manager in the administration of scheduling, overseeing, and coordinating our diverse volunteer workforce.
• Maintain a solution‑oriented mindset in response to last‑minute changes and provide guest feedback for enhancing rental areas and guest experience.
• Act as an informal “garden guide” for guests with common and general Arboretum knowledge and enthusiasm, while upholding DEIB confidence.

Qualifications

• Applicants should be undergraduates, graduate students, or recent graduates. They should demonstrate a strong interest in event management, recreation and tourism management, conferences and institutes, hospitality, business management, garden or museum studies, or other similar fields.
• The preferred applicant will demonstrate professional customer service skills and the desire to learn.
• Strong organizational skills, attention to detail, and familiarity with the Microsoft Office suite are expected.

Requirements

• Resume or CV
• Cover letter
• Application: Applications must be submitted online via WORKDAY Include a cover letter, resume or CV, and reference materials with your application.
• Deadline for application is February26,2027. Qualified applicants will be contacted for interviews to be scheduled beginning in March2027.

Background Checks/Clearances

• PA State Police Criminal Background Check
• PA Child Abuse History Clearance Form
• Federal (FBI) Fingerprint Criminal Background Check

EEO IS THE LAW

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

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