Events & Rental Management Intern

Penn State University; University Park (TX); On-site; USD 22,000 - 23,000; Part time

Job summary

The Arboretum at Penn State offers a paid summer internship for undergraduates, graduates, and recent graduates interested in career paths in event management and related topics. The position will work about 20 hours per week for 18 weeks, beginning in May and concluding after the Pumpkin Festival, with start/end dates negotiable.

Under the guidance of the Events & Rentals Manager, you will gain hands-on experience in timelines, vendor coordination, and on-site logistics within a public garden,

Qualifications

• Undergraduates, graduates, or recent graduates with interest in event management or related fields.
• Strong customer service orientation and willingness to learn.
• Excellent organization, attention to detail, and familiarity with Microsoft Office suite.

Responsibilities

• Attend event meetings with the Events & Rentals Manager and client to review event details, rules, and guidelines.
• Create and maintain timelines for each rental event, including diagrams and maps.
• Coordinate communications with vendors regarding timelines, rules, and logistics; collect required documents as needed.
• Assist with venue setup/teardown, signage placement, and crowd flow while protecting the property.
• Support risk assessment and emergency coordination as needed.
• Collaborate with the Volunteer Program Manager to schedule and coordinate volunteers.
• Provide guest assistance and gather feedback to improve rental spaces and guest experience.
• Serve as a friendly garden guide with DEIB awareness.

Skills

Customer service

Organizational skills

Attention to detail

Microsoft Office

Education

Undergraduate or graduate student

Tools

Microsoft Office

Job description

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.

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 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.

CAMPUS SECURITY CRIME STATISTICS

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

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.

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