500 Festival Event Logistics Internship, Spring 2025
January 7 – May 30, 2025
Supervisor: Michael Spagnolli, Program & Event Coordinator
Are you looking to make a BIG impact in the city of Indianapolis? The 500 Festival is looking for 11 interns to help produce the greatest series of programs and events! 500 Festival interns experience a behind-the-scenes look at the Month of May in Indianapolis and assist in the planning and execution of 500 Festival events and programs while gaining valuable industry insight.
- Areas of Focus: Event operations and warehouse logistics prior to and during 500 Festival events and programs. The position will support every event professional in planning and executing their events. This position covers all aspects of the event operations department of the 500 Festival.
- Hours Requirement: Internship positions are considered full-time, with 40 hours per week requested. In-office or warehouse work hours are generally 8:30 am – 5:00 pm, Monday through Friday. Must have the stamina to work long hours and must be willing to work an irregular schedule, which will include weekends, evenings, and every weekend in May.
- Compensation: Intern will earn a weekly stipend of $400. Stipend will be paid at the end of each month. No relocation or housing assistance is provided.
The 500 Festival is a not-for-profit organization that was created in 1957 to produce events and programs that celebrate the spirit and legacy of the Indianapolis 500 and foster a positive impact on the city of Indianapolis and state of Indiana. Today, the 500 Festival has grown to become one of the nation’s largest and most respected festivals, engaging more than half a million people throughout its events and programs each year. Events include the 500 Festival Mini-Marathon, the 500 Festival Parade, and so many more!
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Ideal Candidates:
- Have an interest in the event industry, is proactive, and is a self-starter in the execution of assigned responsibilities.
- Require strong organizational skills with a desire to be a team player.
- Possess understanding of Microsoft Office products and have strong written/verbal communication skills.
- Must be flexible and willing to put in additional hours as needed prior to and especially during the month of May for all 500 Festival events. This would include the ability to work up to 14 hours per day and 90 hours per week during the peak event times.
- A good amount of time will be spent at the 500 Festival warehouse before events organizing and loading supplies for the various events and programs with fellow interns and staff. The candidate will attend 500 Festival events in a support role to the event director. They will spend time each week in the office with staff and other interns planning future events and attending necessary meetings.
Responsibilities:
- Learn about and participate in event set up, tear down, and production of all events and programs (consists of early mornings and late nights).
- Interns will frequently work outdoors, which requires physical strength and stamina to endure heat, cold, rain and other conditions.
- Work closely with 500 Festival staff including Event Directors of the Mini-Marathon, as well as other event managers, committee members and volunteers.
- Spend time in the office preparing necessary documents for smooth event execution.
- Procure appropriate supplies from approved vendors in accordance with needs presented by staff and committee for 500 Festival events.
- Organize and implement a plan for distribution and return of all equipment for all 500 Festival events.
- Serve as warehouse coordinator in relation to Mini-Marathon and all other 500 Festival activities and events (shipping and receiving; coordination of load-in and load-out schedules).
- Responsible for maintaining a neat, clean and orderly warehouse.
- Develop project timelines and on-site event production schedules.
- Assist with general event logistics for the Mini-Marathon as needed.
- Assist with logistics of the 500 Festival Miler Series (held in February, March, and April)
- Serve as on-site logistics support for all 500 Festival events.
- Assist the event operations team in any planning and execution of their events and programs.
- Complete all other duties as assigned by 500 Festival operations team.
Requirements:
- Enrolled as a student at an accredited college or university.
- Training and/or experience in meeting/event planning, recreation, tourism, marketing, special events or a related field is recommended.
- Ability to drive and operate a forklift, pallet jack and box trucks.
- 500 Festival is willing to give instruction.
- Must be able to lift at least 60lbs.
- Must be able to stand and sit for long periods of time.
- Must have a valid driver’s license with a clean driving record.
- Must be comfortable communicating with various individuals and groups ranging from volunteers to board members.
- Must have a working knowledge of computers and Microsoft Office.
- Must be available to work long hours, including weekends.
- Must have the ability to work on projects individually and as a team.
Application Process:
- Candidates with directly relevant skills and background are encouraged to apply with a cover letter and resume.
- Interviews will be conducted on a rolling basis as applications are received.
- Interviews will be conducted via Microsoft Teams or in-person. The format will be determined by the supervisor and based on location and availability.
- We may also consider your application for other positions as part of our recruitment process.
Benefits:
- Experience a behind-the-scenes look at the Month of May in Indianapolis.
- Hands-on industry experience.
- 500 Festival branded apparel.
- Two tickets to the 109th Running of the Indianapolis 500, presented by Gainbridge.
