Event Planner – Intern

EVENT PLANNER INTERN – VOLUNTEER

Guiding Eyes Outdoors (GEO) is a registered 501(c)3 organization that provides life-changing outdoor adventures to those in need throughout North Carolina. We proudly serve military veterans, first responders, the blind and visually impaired, and children that have lost parents during service to our country and their communities. Our goal is to provide a platform whereby individuals who would not otherwise have the opportunity to enjoy the outdoors can be paired with those willing to assist and teach them. We facilitate mentorships that are mutually beneficial to both parties. We’re searching for an event planner to help us maintain our reputation for memorable events by managing all aspects of our events from concept through completion. The ideal candidate is passionate, creative, and detail oriented, and dedicated to providing superb client service at every turn.

This role demands an expert in all aspects of event, meeting, and conference planning, including cost containment, venue scouting, equipment logistics, and a wealth of best practices. S/He will also have excellent leadership skills and the ability to delegate responsibilities to meet quality expectations. The best fit for our company is an event planner who can manage the daily details with big-picture thinking to ensure truly unique experiences.

Objectives of this Role

• Manage all aspects of event planning meeting strict deadlines and budget demands
• Nurture and build relationships with vendors, venues, and other industry contacts to craft and implement creative and logistical aspects of all events
• Stay current, and often ahead of the curve, on event planning, design, and production trends, proactively identifying and solving operational challenges
• Establish standard procedures and train staff to execute them
• Comply with legal, insurance, health and safety regulations at all times

Responsibilities

• Events planning will include hunting camps, fishing trips, camping, backpacking, and canoe/kayaking trips throughout North Carolina
• This includes contacting the following:
  • Local restaurants/catering companies
  • Pursuing event sponsors (local and national outdoor stores, local companies/agencies)
  • Assisting in fundraising for events
  • Camp layout
  • Camp food menus
  • Event supply chain management
  • Event agenda development
• Coordinate with internal staff, clients, vendors, and others to establish needs for events, and serve as liaison to senior level executives, government officials, and industry leaders throughout the planning process
• Research resources, make site visits, and lead pre-event meetings when necessary to help staff make decisions about event design
• Plan and facilitate logistics for all events, including contract negotiations, guest lists, venue preparation, presentation materials, security, catering, entertainment, transportation, equipment, decor, and marketing materials
• Oversee client experiences from conception through post-event, managing on-site preparations, production, and event breakdown, ensuring consistent, high-level service throughout all phases
• Maintain and build a comprehensive database of industry contacts, vendors, and venues
• Troubleshoot and handle any issues that arise on the event day

Skills and Qualifications

• Knowledge or interest in outdoor activities
• Proven success as an event planner or coordinator
• Strong interpersonal and communication skills
• Experience in maintaining and building enriching business relationships
• Excellent organizational skills, including multitasking, time management, and meticulous attention to detail
• Ability to handle pressure and make split-second decisions

Preferred Qualifications

• Experience in outdoor event management or a related discipline
• Experience in marketing and/or public relations
• Flexibility and interest in attending events, as needed