Event Logistics Internship - Spring 2027
Indianapolis, IN
Salary Not AvailableFull time
Posted 1 day ago
Job Description
500 Festival Event Logistics Internship, Spring 2027
January 12 – June 3, 2027
Supervisor: Michael Spagnolli, Program & Event Manager
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 $500. 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!
___________________________________________________________________________________________________________________
___________________________________________________________________________________________________________________
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:
- Assist with the planning and logistical execution 500 Festival events and programs
- Support the development and implementation of event timelines, checklists, and production schedules
- Coordinate with internal departments to ensure event needs are met
- Communicate with vendors, suppliers, and service providers to confirm event logistics and deliverables
- Procure and manage event supplies, equipment, and materials from approved vendors based on event needs
- Serve as a warehouse coordinator for the Mini-Marathon and other 500 Festival events and activities, including shipping and receiving and coordination of load-in and load-out schedules
- Help manage event inventory, supplies, and equipment, including preparation, transportation, and on-site setup
- Maintain a neat, clean, and orderly warehouse and event workspaces
- Participate in on-site event production for all events and programs, including setup, operations, troubleshooting, and teardown, which may include early mornings and late nights
- Work frequently outdoors and assist with event operations in a variety of weather conditions, including heat, cold, and rain
- Assist with drafting event materials, such as operations manuals, maps, and run-of-show documents
- Provide general administrative support to the Operations team and supervisors as needed
- Serve as an ambassador for the 500 Festival, providing excellent customer service and promoting a positive experience for participants and guests
- Other responsibilities as assigned
Requirements:
- 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 Lucas Oil 500 Festival Parade
- Two tickets to the 111th Running of the Indianapolis 500, presented by Gainbridge.
500 Festival
No other singular sporting event in the world has a legacy like the Indianapolis 500. No other event has shaped and defined a city and state and their people like the Indianapolis 500. The 500 Festival, a not-for-profit volunteer organization, was created in 1957 to organize civic events celebrating the Indianapolis 500. 60+ years later, the 500 Festival is one of the largest and most respected festivals in the nation, adding to the quality of life for Indiana’s citizens and their guests.Each year, the 500 Festival brings more than half a million people to the heart of Indiana to celebrate the magical month of May. Whether they are participants in one of the nation's largest half marathons, fourth-grade students in the Education Program, families enjoying the state's largest festival for kids, or spectators at one of the nation's largest parades, there’s nothing quite like Indy’s electricity leading up to the Indianapolis 500.Key 500 Festival events include: the OneAmerica 500 Festival Mini-Marathon; the 500 Festival mini-mini; JPMorgan Chase 500 Festival Kid's Day & Rookie Run; the 500 Festival Breakfast at the Brickyard, presented by Midwestern Engineers, Inc. (held at the Indianapolis Motor Speedway); the 500 Festival Memorial Service, presented by Rolls-Royce; the IPL 500 Festival Parade and the KeyBank 500 Festival Snakepit Ball.
