Event Production Internship 

 
Date Posted: 3/18/2024 
Type: Internship from May – August 2024 15-20 Hours per Week. 

Location: Based at Active Transportation Alliance’s office in Chicago Loop.  
Environment: Hybrid work environment with a combination of in-office and remote work.      

About the Position  

Put some real experience on your resume! The Chicago region’s premier transportation advocacy non-profit, Active Transportation Alliance, is seeking one part-time Event Production intern interested in a career in Events or Athletic management or Urban Planning with a focus on vendor communications, production & logistical aspects of events. As an intern, you will gain well-rounded experience in nonprofit special events with the opportunity at the end of the internship to work a temporary paid position for 6 weeks producing Bike the Drive, one of the largest bicycling events in the country.  

Under the supervision of the Associate Director of Special Events, the Event Production Intern will work with the events team to produce the Bike Commuter Challenge and Chicago Bike Month and participate in the pre-production work for Bike the Drive. Post-internship, the candidate will work a temporary paid position producing Bike the Drive, held over Labor Day weekend. Interns gain valuable practical experience in event production by working on these events. The ideal candidate will assist with all aspects of pre-production and event management, including permitting, vendor and sponsor management, volunteer coordination, route mapping and day-of-event logistics. 

Learn more about our work at www.activetrans.org.  

About the Organization 

The Active Transportation Alliance is a non-profit advocacy organization. Our vision is a Chicago region abundant with walking, bicycling, and public transit options to create healthy, sustainable, and equitable communities.  In partnership with thousands of members, hundreds of volunteers, and a wide spectrum of community partners, our dedicated team has been working for several decades to create more opportunities for people to travel safely, actively, and enjoyably. 
 

Active Transportation Alliance is committed to building a team that represents a variety of backgrounds, perspectives and skills and encourage people of all backgrounds to apply. The more inclusive we are, the better our work will be. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion or belief, sex, pregnancy status, national or ethnic origin, age, disability, marital or parental status, sexual orientation, gender identity, gender expression, genetic information, military and veteran status, and any other characteristic protected by applicable law. We work to practice the principles of racial equity, diversity, and inclusion in all we do. 

Active Transportation Alliance is a small organization doing big work and that means team members take on projects outside department or role-specific expectations from time to time; we go all in to support each other and our success.   
 

About the Internship Role — Key Accountabilities  

Event Logistics   

• Research, secure and manage select vendors for Bike the Drive   

• Recruit bike shops for event participation; manage shop pre-event communications and event-day logistics  

• Oversee Zello, a communications platform, and train staff and volunteers on this technology 

• Assist with layout of rest stops, route, and the festival area   

• Support with event inventory at storage unit & ordering of supplies 

• Assist with route coordination, signage, and production vendors 

Event Support        

• Professionally respond to emails and make phone calls in a timely manner 

• Assist with exhibitor and vendor recruitment and coordination   

• Serve as on-site Route Assistant alongside Events Manager on the day-of-event, overseeing volunteers, vendors, and route captains  

• Attend event team and BTD prep meetings weekly 

• Work with other Event Intern to compile Bike the Drive procedures and documents into a virtual and printed BTD Manager Binder 

Other Duties and Responsibilities 

• Attend and participate in 1 Bike to Work Challenge Celebration Stations and 1 Bike Month event 

• Participate in Active Trans obligatory organization-wide events and activities 

• Participate in the implementation of Active Trans’ office-wide Racial Equity Action Plan 
 

About the Paid Position — Key Accountabilities 

• Serve as on-site Route Assistant alongside Events Manager on the day-of-event, overseeing volunteers, vendors, and route captains 

• Attend all volunteer trainings and present Zello information 

• Assist Event Manager with production errands and marking of Butler Field leading up to the event 

• Execute all final communications and logistical tasks with vendors, exhibitors, and bike shops that were set-up during the internship 

• Assist with Bike the Drive wrap up including Volunteer Appreciation Party, unloading and organization of the ATA storage unit, and bike shop payments  
 

The Must-Haves 

We understand that people gain skills through a variety of professional, personal, educational, and 

volunteer experiences. If you believe you have the skills to succeed in this role, regardless of your 

professional or educational background, we encourage you to apply. 

• A commitment to Active Transportation Alliance’s mission, vision, and goals.   

• A passion for the transformational nature of walking, bicycling and transit on social and racial equity, community livability and sustainability; or willingness to learn and embrace same.   

• Excellent communication skills, including verbal and written.  

• Ability to successfully multi-task.  

• Appreciation for team-based work environments.  

• Excellent customer service skills.  

• Energy and enthusiasm for in-person events.  

• Interest in event management, volunteer management, marketing, and/or general nonprofit work. 

• Able to be in-office at least two days a week and other times as needed. 

• Prior special events experience, especially with large outdoor events.  

Preferred Experience    

• Knowledge of Microsoft Office and Adobe Creative Suite 

• Fluency in Spanish 

Physical Requirements    

• Ability to lift and carry items up to 50 lbs.   

• Ability to operate a computer.   

• Ability to sit at a desk for extended periods.   

• Ability to stand, walk and be on your feet outdoors for extended periods.   

• Ability to communicate and exchange information.  

Position Details  

• Start Date: Wednesday May 8th. Accommodation can be made if your school year ends after this date.  

• Term: This is a spring/summer internship (May– July) and will be a mix of working remotely and onsite at our office downtown for 15-20 hours per week. 

• Other: Upon completion of the internship, the intern will begin a temporary paid position for 20 hours a week starting July 29th for 7 weeks including Labor Day Weekend to work on Bike the Drive. The position will end on September 13th.  

To Apply 

• Apply here. You will be asked to upload your resume, enter a cover letter, and answer some basic questions.  

• No emails or phone calls, please. 

• The position will remain open and available until filled.