Special Event Intern

ChildServe; Johnston (IA); Hybrid; USD 17,000 - 25,000; Full time

Job summary

ChildServe in Des Moines is seeking a Special Event Intern (seasonal) to assist the Foundation department with logistics, inventory, and documentation for Bubble Ball. The role will support event coordination and help ensure procedures for nonprofit fundraising are followed, with about 10 hours/week plus up to 20 hours during the April event weekend.

Located at ChildServe Johnston and potentially remote with approval, the internship requires current enrollment in a post-secondary program and

Qualifications

• Enrollment in a post-secondary program is required.
• Experience in event coordination and logistics is preferred.
• Strong written and verbal communication skills are essential.
• Interest in nonprofit management and project coordination is encouraged.
• Ability to lift up to 50 pounds for warehouse tasks.

Responsibilities

• Assist with general event logistics, including budget tracking and volunteer coordination.
• Help organize design and production elements for Bubble Ball.
• Document processes and update SOPs related to event execution.
• Support vendor communications and onsite logistics during the gala.
• Maintain inventory and organize materials in the warehouse.

Skills

Event coordination

Logistics

Budgeting

Vendor relations

Microsoft Office

SharePoint

Written communication

Education

Current enrollment in a post-secondary education program

Tools

Microsoft Office

SharePoint

Job description

The Special Event Intern (seasonal) at ChildServe will assist the Foundation department with logistics, inventorying, and documentation support for our annual gala, Bubble Ball. The seasonal position will provide the opportunity to support event coordination and ensure standard operating procedures related to project management and non-profit fundraising.

Bubble Ball is ChildServe’s signature gala, and one of Des Moines’ most unique events! Volunteer designers debut Bubble Wrap creations as part of a themed runway show production and gallery of stationary designs. Attendees are treated to dinner and musical entertainment, performances, and other surprises. Bubble Ball 2027 will take place on April 3, 2027 at Iowa Events Center in Des Moines.

Schedule & Experience

• 10 hours/week, generally during standard business hours, plus up to 20 hours over the event weekend of April 1-3, 2027.
• Can be flexible on exact weekly schedule.
• Work will be completed at our ChildServe location in Johnston and/or remotely as approved.

What You'll Do

General Event Logistics (approximately 40% of experience)

• Create a template and proof of general event slides and program in collaboration with the Special Events Manager.
• Log expenses in the Bubble Ball budget tracking spreadsheet to track our ongoing finances.
• Attend volunteer trainings, assist with volunteer communications leading up to the event, and provide leadership as the onsite volunteer liaison at the Bubble Ball gala.
• Organize tear-down logistics, clarify staff roles, and lead tear-down on-site.
• Inventory, label, document, and organize Bubble Ball and other event materials in the ChildServe Warehouse to assess and maintain accurate inventory records.

Design Program Coordination (approximately 40% of experience)

• Write and send the Bubble Ball design program weekly communications to designers and/or models.
• Organize and maintain design program planning documents and operational plans.
• Lead communications and schedule orders for the Design Intern to cut Bubble Wrap for designers.
• Collaborate with the Design Intern to proof and finalize the hair and makeup schedule, designer slides, and related logistics materials.

Document Processes (approximately 10% of experience)

• Revise and document updates to the Bubble Ball Standard Operating Procedures (SOPs) for all aspects of event execution—including logistics coordination, design workflows, and any additional processes requiring clarification—and ensure these SOPs are embedded within the event plan for consistent reference and future scalability.

Vendor Relations (approximately 10% of experience)

• Assist with vendor communications, maintain positive vendor relationships, and collaborate with Party On, Des Moines! for day-of Bubble Ball vendor execution.

What You’ll Need

• Current enrollment in a post-secondary education program.
• Previous event coordination experience relating to logistics, organizational skills, communications, budgeting, purchasing, and vendor relations is preferred.
• Past professional experience on a team in an office setting, along with the ability to work independently, is preferred.
• Interest in nonprofit management, events or project management, fashion design and runway coordination.
• Demonstrated initiative and ability to thrive in a fast-paced, dynamic environment.
• Flexibility, creativity, and organizational skills.
• Proficiency in Microsoft Office and SharePoint programs.
• An interest in non-profit management and community development.
• Strong written communication and documentation skills.
• Strong and confident verbal presentation skills.
• Ability to communicate effectively in reading, writing, and speaking the English language.
• Ability to lift up to 50 pounds to support warehouse needs.

Make a Difference Every Day at ChildServe

• ChildServe partners with families to help children with special healthcare needs live a great life.
• ChildServe is a leading pediatric healthcare provider with Iowa’s only children's specialty hospital, offering a variety of services and programs to meet each child’s unique needs.
• ChildServe’s four key specialty areas include: complex medical care, pediatric rehabilitation, autism and behavioral health, and community-based services. With a coordinated approach to care delivery, services are interwoven and streamlined, so families can address their child’s needs in one location.
• Established in 1928, ChildServe proudly provides more than 30 pediatric specialty services to nearly 6,000 children in Iowa each year.

ChildServe is committed to working with and providing reasonable accommodations to applicants with disabilities. To request assistance with the application process, please email [e-mail]. ChildServe is an Equal Opportunity Employer.