Events & Rental Management Intern

The Pennsylvania State University; State College (Centre County); On-site; USD 22,000 - 23,000; Full time

Job summary

The Pennsylvania State University’s Arboretum internship offers hands-on exposure to event management and customer service in a public garden setting. You will work with the Events & Rentals Manager to learn timelines, contracts, and on-site coordination for rentals.

This paid internship is for undergraduates, graduates, or recent grads, about 20 hours/week for 18 weeks, with nights/weekends and May–October timing. Apply online via WORKDAY with a resume, cover letter, and references.

Qualifications

• Applicants should be undergraduates, graduate students, or recent graduates seeking experience in event management and related topics.
• Strong customer service skills and willingness to learn are expected.
• Excellent organizational skills and attention to detail are required.

Responsibilities

• Attend event meetings with the Events & Rentals Manager and clients to review event details and guidelines.
• Create and maintain up-to-date timelines and layouts for each rental event.
• Coordinate communication of timelines, rules, and logistics to vendors, including insurance and licenses when applicable.
• Assist with venue setup/teardown and signage placement while preserving property integrity.
• Support risk assessment and emergency coordination as needed (weather, medical issues).
• Collaborate with the Volunteer Program Manager to schedule and coordinate volunteers.
• Provide guest feedback for improving rental areas and guest experiences.

Skills

Event management

Customer service

Organizational skills

MS Office

Education

Undergraduate or graduate student

Tools

Microsoft Office

Job description

JOB DESCRIPTION AND POSITION REQUIREMENTS

Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.

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 shoulddemonstrate 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 February 26, 2027

Qualified applicants will be contacted for interviews to be scheduled beginning in March 2027.

BACKGROUND CHECKS/CLEARANCES

This position requires the following clearances in addition to applicable background checks: PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and 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.

Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university's teaching, research, and service mission.