The document summarizes the intern's portfolio work showcasing their experience planning events through a promotions and marketing internship at a radio station. It describes the multi-step process for planning an event, from creating a proposal and getting approvals, to setting up on-site with signs, rules, prizes and banners. It also explains the intern's role in advancing events, confirming details with locations, printing materials, setting up and tearing down events, and providing feedback. The portfolio includes a video and photos walking through the process for a sample event held with Dunkin Donuts to promote ticket giveaways.

1. Intern Portfolio Work Description
The work I decided to showcase for my portfolio was of event planning through my
promotions marketing internship. I decided to make a video to show the process of a single event
I helped plan and attend, as well as photos from other events I was a part of. Though the process
seems simple through the video, it takes a lot of time and effort by multiple departments to put
on the weekly events hosted by the radio station.
The first step in the video is the use of the PRF system the radio station needs to start
planning an event. This step is done by the Marketing/Sales department who work with different
vendors to plan ticket giveaways and concert event. Once an event is discussed and planned with
a vendor, a PRF is made and must be approved by all the departments of the radio station. This is
important because the departments are checking everyone's work to make sure the event fits the
company guidelines, is appropriate for the listeners, and doesn't overlap other events. This
checks and balances system works well for my organization.
After the PRF is created and approved, the form is sent to the promotions marketing team
where the event set up begins. In this process first a sign is created. The sign is used at events to
show the attendees what tickets they are signing up for, when the show is, where the show is, our
logo, how old you must be to enter, and that you must have an ID with. The picture from the
video shows a sign I made for the Tim McGraw show at Tinley Park. This sign was used at an
event we held with Dunkin Donuts.
Behind the sign we place a set of official rules(next picture), which states what the
contest is, how many tickets will be given away, when the tickets will be given away, how many
per household, who can enter, and the ticket boundaries. The rules pictured in the video where

2. written by me using the event guidelines and rules draft created by the company. These specific
rules were also used for our contest with Dunkin Donuts. The rules and sign are important for
events because they show the attendees exactly what they are signing up for and tell them the
rules for the event before they sign up. This is because if they are disqualified for breaking a rule
it is in writing and they can't complain to the company.
This process also includes making prize packages for each event(not pictured). Inside the
prize packages are the tickets were are giving away, an assortment of CDs, t-shirts, tote bags, and
other small gifts depending on the venue. These prize packages are packed in the office prior to
event and placed with the sign/rules/directions so that everything is organized and ready for the
event. Although I do not have a picture of the prize package bag, I will show the prizes displayed
in later photos.
The next step in creating an event is putting the event onto the station website using
Eventful. Through my time with my internship I was in charge of creating several of the events.
The first picture is a screenshot of the homepage to our website, the last tab on the right Events
are where each onsite contest is posted. The next page show the featured events posted for the
week. After clicking on a specific event(Dunkin Donuts) are the listed details I filled out through
the Eventful site. On Eventful I fill out the information date, time, logo, event details, and
location. From Eventful the information is displayed on to the main US99 website.
After the event is created banners are made for each event. When doing a ticket giveaway
event single banners are made with our company logo to advertise that we are at the location. For
concert event we use roller banners that contain two-three logos. At the event it is my job to hang
the banners around the location to attract visitors to sign up for tickets and win prizes at our

3. table. Along with advertising through the banners we use our promotional fan to attract
attention.
During this step which happens the week before the event, the promotions marketing
team is in charge of advancing an event. I would make phone calls to the location of each event
to confirm the time, date, rules and other questions that might have come up in the planning
process. From there I print out the sign, rules, and directions to the location and place them in the
prize packages for the technicians.
After gathering all the materials, a technician will come to the radio station to pick up
their prize packages, banners, and car to drive to the event location. At the event an assistant or
intern will meet them there for set-up. Our set up pictured included a table for the prizes, ticket
entry box, and prize wheel, speakers for music, and possibly a tent. We always had to arrive a
hour early for event set-up. If the event was a concert we had to arrive several hours early to set-
up our road show. This promotional trailer featured a photo booth with props and artist
fatheads(pictures featured), chances to up-grade tickets/meet n greet passes, prize-giveaways,
and a live broadcast. As an intern I was always in charge of setting up the show as well as the
tables and tents we needed for each event.
Each event lasted 1-3 hours where listeners got the chance to win prizes, meet on-air
talents, or upgrade original seats. These depended on each event and the contest that we were
performing. After the event we needed to take down all the materials such as tents, tables,
speakers, extra prizes, and banners. From there we concluded with a how did we do form for
management and a tech checklist to summarize how each event went. These events were the

4. main part of my internship and I wanted to showcase the behind the scenes work through my
final portfolio.