Job Description
Job DescriptionThe Head Of The Charles Regatta is seeking a highly motivated Event Management Intern to join our team and support the planning and execution of one of the world's largest sporting events. Working across multiple functional areas, the intern will contribute to event operations, programming, community engagement, partnerships, and special projects while collaborating with staff, volunteers, sponsors, exhibitors, and community organizations. This role offers hands-on experience across every aspect of event planning and execution and is ideal for a highly organized, detail-oriented recent graduate or current co-op student interested in sports, event management, tourism, nonprofit leadership, marketing, or experiential events.Position Details
- Term: Two month contract (approximately September 1 through October 30 2026)
- Schedule: This position requires full-time availability throughout the two-month term and is not designed to accommodate a concurrent full-time academic schedule.
- Location: Cambridge, MA
Key Responsibilities:General Regatta Operations
- Support Race Operations with meeting preparation, logistics, race materials, and operational projects.
- Attend and assist with weekly Race Operations meetings.
- Receive, inventory, organize, and distribute race materials including medals, bow cards, bibs, credentials, and event supplies.
- Assist with venue preparation, equipment deployment, signage, and other operational assignments leading up to the Regatta.
- Support special projects around digitization of historic videos and files that are in storage
- Serve as a runner during event leadup, supporting communication and logistics..
- Assist in updating and preparing event collateral using Adobe InDesign, including the Athlete Handbook, event schedules, trophy dedication programs, credentials, signage, and other printed and digital materials.
- Support the production of branded event materials by assisting with revisions, quality control, and coordination with staff and external vendors.
Community Engagement
- Coordinate planning and execution of the Sport & Community Zone.
- Conduct outreach to Boston professional and collegiate sports organizations and community partners.
- Serve as the primary point of contact for participating organizations before and during the Regatta.
- Coordinate onsite activations and ensure a successful participant experience..
- Manage logistics for programs including the Delta Learn to Swim visit and athlete visits to the West End House.
- Support additional community programming throughout Regatta weekend.
Programming & Special Events
- Support planning and execution of special events, including the Thursday evening Partner Reception and Saturday evening celebration.
- Assist with invitations, RSVP management, registration, credentialing, guest check-in, and onsite event operations.
- Coordinate logistics for onsite programming, including musicians, podcasts, and other featured programming.
- Develop event schedules and help manage the flow of programming throughout Regatta weekend.
Qualifications
- Recent graduate or current co-op student with an interest in event management, sports, tourism, nonprofit management, marketing, or communications.
- Previous experience planning or supporting events through work, internships, student organizations, athletics, or volunteer roles is strongly preferred.
- Enthusiasm for sports and live events is important. A background in rowing or familiarity with the rowing community is preferred, but not required.
- Strong organizational, planning, and project management skills.
- Exceptional attention to detail and ability to manage multiple priorities simultaneously.
- Excellent written and verbal communication skills with confidence interacting professionally with partners, volunteers, and community organizations.
- Strong working knowledge of Microsoft Excel or Google Sheets for project tracking, contact management, and event logistics.
- Self-starter who is dependable, resourceful, and willing to jump in wherever needed.
- Experience with Adobe InDesign is highly desirable. Familiarity with Adobe Photoshop, Illustrator, Canva, social media, or content creation is a plus.
- Ability to work evenings and weekends leading up to and during the Head Of The Charles Regatta.
Physical & Transportation Requirements
- Valid driver's license.
- Reliable access to a personal vehicle for local errands and event-related transportation.
- Ability to lift and move up to 50 pounds.
- Ability to work outdoors for extended periods in varying weather conditions.
- Ability to walk long distances throughout the event footprint during setup and event weekend.
Location
This position is based in Cambridge, MA. The Event Management Fellow is expected to work in our Cambridge office three days per week under our current hybrid schedule. As the Head Of The Charles Regatta approaches, the role transitions to five days per week in the office to support event planning and execution.
How to Apply
Interested candidates should submit their resume along with a cover letter, and any relevant work samples communicating why they would be a great fit for this role.
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