Event Planning & Coordination Intern

About THE rAVe Agency

THE rAVe Agency is a pioneering force in the audiovisual (AV) industry, offering innovative marketing, production, and content solutions. We are committed to delivering exceptional client experiences and supporting the success of our sponsors and partners.

Your Role

The Event Planning & Coordination Intern will provide administrative, organizational and logistical support for event planning, sponsor coordination and marketing activities, with a focus on upcoming trade shows and related initiatives. This role will work closely with the team to organize sponsor deliverables, maintain planning documents, coordinate schedules and assist with travel, training, event preparation and marketing initiatives supporting programs such as AV-AMS and AVBuyersClub.

The ideal candidate is highly organized, detail-oriented, proactive and an effective communicator who enjoys coordinating projects, managing details and working collaboratively in a fast-paced agency environment.

This is a hybrid position, with work performed in person in Chapel Hill, NC.

What You’ll Do

• Track sponsor deliverables, collect required materials and information, organize sponsor details and prepare follow-up communications for review.
• Maintain shared planning documents, checklists, spreadsheets and timelines to help organize project activities, document responsibilities and keep deliverables and deadlines on track.
• Gather and organize travel, hotel, registration and scheduling information, identifying missing details or potential scheduling conflicts.
• Assist with maintaining calendars for sponsor commitments, team activities, meetings and show-related deadlines, as well as editorial calendars and upcoming content schedules.
• Prepare meeting agendas, take notes, document decisions and track action items from planning meetings.
• Organize training materials, internal communications and reference documents in preparation for January training and related travel.
• Support pre-show planning and the coordination of trade show events and related initiatives, including the Technology in Practice Tour at ISE 2027. Assist with event logistics, scheduling, pre-event promotions, registration and post-event follow-ups.
• Assist with creating social media posts across multiple platforms and support advertising and marketing initiatives for AV-AMS, AVBuyersClub and related programs by organizing content, uploading and tracking advertisements, and helping coordinate campaign activities and deadlines.
• Assist with additional event planning, marketing and coordination tasks as needed, escalating questions or decisions to the appropriate team members.

Minimum Qualifications

• Currently enrolled in or recently graduated with a Marketing, Communications, Business Administration or a related field, or have equivalent relevant experience.

Skills We’re Looking For

• Strong organizational skills and attention to detail.
• Good written and verbal communication skills.
• Ability to prioritize tasks, follow instructions and meet deadlines.
• Ability to work collaboratively and communicate professionally with team members.
• Basic proficiency with Microsoft Office or Google Workspace.
• Dependable, proactive and eager to learn new skills and take initiative.

Preferred Qualifications

• Previous experience through coursework, school activities, volunteer work or internships involving event coordination, marketing, communications or administrative support.
• Familiarity with Google Workspace, Microsoft Office, Monday.com or similar project management and collaboration tools.
• Interest in event planning, trade shows, marketing or project coordination.

Work Environment

The statements above are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not an exhaustive list of all responsibilities, duties and skills required of the position. Employees may be assigned other job-related duties as needed.

Additional agency opportunities, including writing, PR support, creative projects and event work may be assigned or available from time to time. As a small, growing company, we encourage employees to think entrepreneurially and explore areas of interest, as we all wear many hats.

EEO Statement: THE rAVe Agency is an equal opportunity employer. Employment decisions are based exclusively on business needs, job requirements and individual qualifications, in accordance with all applicable federal, state and local laws and regulations.

Applicants must be legally authorized to work in the United States for any employer. At this time, we are unable to sponsor or assume sponsorship of employment visas.

Employment at-will: Employment with THE rAVe Agency is at-will. The company or the employee may terminate the employment relationship at any time, with or without cause or notice, subject to applicable law.