Events Intern

Role Purpose and Overview

This is an exciting opportunity for a passionate, organised, creative person to join our vibrant Youth STEM 2030 team as an Events Intern.  We’re a global youth-led social enterprise on a mission to empower youth globally to use science, technology, engineering and maths (STEM) to tackle the world’s biggest challenges, such as climate change, poverty and inequalities. We’re looking for someone who is proactive, keen to expand their skillset and will embrace working on a range of projects and tasks to join the team and enable us to expand the impact and reach of our events.

As an Events Intern, you’ll play a key role in developing, coordinating and delivering our virtual and in-person events - which include our annual Youth STEM Summit, and twice yearly Youth STEM Matters Research Conferences - giving young people a platform to be inspired, gain skills, and take action to tackle the world’s biggest challenges through STEM.  2023 is an exciting year for us, as for the first time, we’ll have in-person as well as virtual events!  Whether in-person or online, all of our events are: designed for youth, by youth; designed to be accessible to and inclusive of diverse youth; fun and engaging; put a focus on STEM solutions to global challenges; and create long lasting impact, by equipping young people with the skills, tools and networks they need to make change through STEM.  If this sounds like something you’d like to be part of making happen, this role could be for you!

Important: Applicants must be graduates based in Scotland, who meet the eligibility criteria - and are a member - of the GCAS Talent Pool to apply for this role.

Key Responsibilities

This is a varied role, where you’ll organise events, using your skills to ensure the successful planning, logistics, marketing and delivery of Youth STEM 2030’s events.  As an Events Intern, you will:

Elevate Young People’s Voices:

• All of our events are designed by the young people we work with.  Across your role, you’ll ensure their views and voices have shaped the work you do, whether the choice of venue, speakers invited, or format of events

• Support the group of young people to prepare the event programme, including selecting and securing speakers and thereafter obtaining speaker details for marketing and supporting speakers as required

• Work proactively to ensure global representation, and that all Youth STEM Matters activities and outputs are inclusive and accessible to our diverse community of youth

Event Organisation: 

• Secure and set up venues, either in person or online. Liaise with the venue and ensure smooth running of room booking, technical and catering arrangements

• Work proactively to ensure our events are designed to be accessible to and inclusive of diverse young people

• Assist with securing, and thereafter manage, event sponsors and partners, whose values align with ours. This includes obtaining sponsor details for marketing and delivering their full range of benefits based on sponsorship level (such as exhibition stand, video to be shown during event, social media campaign and follow up interviews), in collaboration with other members of the Youth STEM 2030 Core Team

• Secure and manage event exhibitors, providing briefings, obtaining exhibitor details for marketing, and providing any support to set up exhibition stand or virtual exhibition booth

• Work collaboratively with our Digital Content Creation Intern to coordinate marketing campaigns including preparation of speaker, exhibitor and sponsor graphics, writing newsletters, social media posts and blogs, to facilitate high levels of engagement and attendance at Youth STEM 2030 events

• Prepare attendee packs and other materials for the day

Event Delivery: 

• Work as part of a team to ensure the smooth running of an engaging and inspiring event on the day

• Problem solve to resolve any issues experienced by attendees, speakers, exhibitors, or sponsors

• Manage events on the day including set-up and breakdown for in person events or ‘backstage’ support for online events

Post-Event Evaluation & Legacy:

• Collect and analyse feedback from attendees, exhibitors and sponsors as well as other necessary data (including analytics of marketing campaign), to prepare an impact report for each event

• Coordinate the preparation and sharing of any post-event materials, such as thank you messages, recordings and resource packs

Communications & Administration:

• Act as first point of contact for all event-related enquiries and communication, providing timely responses to enquiries and excellent customer service

• Management and communication with all event attendees before, during and after the event

• Carry out administrative duties associated with organising an event (e.g. attendee management; emailing attendees, speakers, exhibitors, sponsors; coordinating virtual exhibition spaces)

• Build event webpage(s) on Youth STEM 2030 website (no coding experience required)

Other Duties:

• You will also coordinate and support young people to be speakers at partner events and maintain excellent relationships with, and provide outstanding customer service to all our stakeholders

• Other duties, as required, to ensure the success of our events

Person Specification

You’ll excel in this role if you are passionate about creating engaging, accessible and empowering events with impact!  You will enjoy working as part of a diverse team of youth, and be passionate about giving young people a platform to be inspired, gain skills, and take action to tackle the world’s biggest challenges through STEM.  We are looking for someone who is eager to get stuck in and is able to bring their own ideas to the team.  Above all, you should be a proactive team player, who is ready to learn and extremely self-motivated.

Essential Skills, Attributes and Experience:

Our ideal candidate is/can…

• Able to take a proactive approach, with an ability to work on your own initiative, problem-solve to find solutions to challenges and share your creative new ideas.

• Keen to learn and continuously improve.  A lot of the work we do as an organisation involves ‘learning by doing’, so the successful applicant will have a positive attitude towards working on a range of projects and tasks, and receiving constructive feedback.

• Have excellent organisational skills with the ability to plan projects to achieve a goal, manage your time and workload effectively, and handle competing priorities.

• Are good at working and communicating with a wide range of people; you can support a diverse group of young people and effectively build relationships with partners.

• Demonstrate excellent oral and written communication skills, with the ability to adapt your communication style for colleagues, young people, partners and other stakeholders.

• Proficient in data handling with a high level of accuracy.

• Use their high attention to detail to organise high-quality events, including an ability to plan ahead and foresee and mitigate any potential challenges to ensure the event runs smoothly.

• Able to take an impact-driven approach towards achieving our mission, and understands the bigger picture of how a positive (or negative) experience at our events can impact different stakeholder groups.

• Show commitment to Youth STEM 2030’s mission and values, with a passion for empowering young people to drive change.

Desirable Skills, Attributes and Experience:

Any experience in the following areas would be of added benefit to your application, but this is not essential (and we encourage your application even if you do not have experience in any of these):

• Organising, designing or delivering events, at any scale, either online or in-person.

• Working with young people, and meaningfully elevating their voices.

• Collaborating with partner organisations effectively, and creating partnerships between organisations.

• Customer service, or providing administrative and coordination support in a similar organisation.

Other Essential Criteria:

Youth STEM 2030 is committed to safeguarding and promoting the welfare of all; this is a responsibility that is shared by all members of staff.  Since this role involves working with children and young people, the successful candidate will be appointed on the condition of becoming a member of the PVG (Protecting Vulnerable Groups) scheme.  Youth STEM 2030 will pay for and administrate this.

Applicants must be a member of the GCAS Talent Pool to apply for this role.