Providing college students with real world insight and experience often is valued greater than classroom practices by the student.
By Kevin Cohee
Investing in an intern creates an opportunity for a student to become acquainted with the practical challenges of event planning while helping the professional planner hone his or her time and management skills. This dual partnership gives the intern a foundation to take into his/her career and the planner is rewarded by contributing to a new event planner’s level of professionalism.
When considering an internship candidate, I look for areas of skill that will complement those already established within our company. The current generation is entrenched in varied skills, expectations and values. Relying on an intern to show us a new thing or two can really solidify the relationship, instill trust and better the entire team.
Your company’s internet presence will attract potential interns, but posting our openings within regional universities has produced our best results. Guidance counselors of past interns have also been a great resource. We’ve found college seniors to be the most ideal candidates. Their level of maturity is greater, they have a broader work/volunteer background and their schedules are more flexible to fit within our unpredictable needs. Working with Communication majors, Marketing and Public Relations and Recreation and Tourism Administration majors have all been rewarding for us.
HOW TO HIRE AN INTERN
Detailed communication is vital from the job posting to the interview process. Selecting a detail oriented person will make for a greater partnership experience. Defining the terms of pay, hours, transportation, attire, meals and breaks all need to be met.
1. Evaluate their first contact. I immediately check for spelling and grammar. Next, is it addressed to someone at your company or blind? This may indicate they did not research your website for a contact.
If they pass this first step, request a compelling cover letter detailing why they want to enter this field. This will demonstrate their level of desire and maturity.
2. Request a professional resume. I suggest they highlight any event or volunteer work they’ve accomplished. This may help define interview questions.
3. Require an essay. We ask for a 500 word essay depicting your “Ideal event without budget restraints.” This exercise quickly allows us to determine their writing skills, level of creativity, industry perspective and worldliness.
4. Check their references.
5. Engage interns the same as a salaried employee. Have them complete a formal application and be sure to get their SS# and emergency contact. Verify their driver’s license for date of birth. If they are under 21, review the ABC law regarding alcohol rules. Provide the intern with a copy of company policies and guidelines. Review workplace expectations. Determine their hours; those worked in the office are equal to their college credits, offsetting classroom hours. Do An Event budgets pay to the intern for hours worked at each actual event.
6. Define their goals. Discuss your company’s expectations. Ask the intern for input on what they want out of this experience and incorporate it. I have the intern take notes during this process. It reinforces the points, inspires other questions and alleviates any future confusion.
DEFINING THE INTERN'S ROLE
Take your mentoring role seriously. It may seem faster and easier to do it yourself, but your investment in the time it takes to explain each assignment should only happen once. Delegating can create fear, but this is a skill that makes us better managers and ultimately saves us time.
1. Validate college credits by assigning a specific project to your intern. Have them take notes as you establish the specific tasks, timelines and expectations of this project. Involve them in as many as possible, other varied projects during their internship.
2. Get Organized. Have them create an independent binder specific to their assignment as well as an active electronic folder, organizing files, contacts, checklists and research. We place a shortcut on the desktop.
3. Have them keep their own timecard. This tool is handy in timely reviews and may be required by the college. Do An Event has them line item the task along with time spent. Be sure to keep it in the office at all times.
4. Review often. Explain the industry terms like drayage, RFP, pipe and drape and even how to measure for linens. Interns don’t want to disappoint, so they often won’t ask many questions, be sure to communicate frequently. We try to prepare a daily task list and review it with them when they first arrive. Bi-monthly recap meetings are vital.
5. Share the inspiration. We offer our interns free access to our trade magazines, videos, vendor files and binders. We encourage them to research websites for inspiration. Most exciting for them is being invited and introduced at industry functions. This interaction provides a real life experience with professionals and instills confidence quickly.
6. Practice patience. Mentoring an intern takes time and in this deadline crazy industry, it feels like there is never enough. It’s a myth that interns are free labor! Only ask them to do what you would do. Share openly. In addition to industry lessons, life lessons are as valuable.
WHAT TO DO AT THE END OF THE INTERNSHIP
Like the seasons, your intern must move on. Before they exit, take time to evaluate the overall experience together. These following suggestions can be very insightful.
1. Review and measure initial goals.
2. Review and discuss strengths and weaknesses of their finalized assigned project.
3. Evaluate your management skills. The intern may offer a fresh perspective compared to your other salaried staff.
4. Utilize the time-sheet to compile a list of tasks accomplished.
5. Ask them to highlight the experience they have gained with your company.
6. Ask them to provide a testimonial for your records.
7. Provide a letter of reference.
Accepting a mentoring role has challenged me in a multitude of ways, enriching myself, my company and our clients. It’s gratifying to know Do An Event is contributing to a greater professional industry, one planner at a time.
Kevin Cohee is the CEO of Do An Event, Northern California’s leading spectacular event strategy and styling firm, established in 1998. www.doanevent.com
