Conventions & Meetings Intern | The Optical Society

The Optical Society a prestigious non-profit, scientific professional society in Dupont Circle is seeking a college-level intern for their Conventions & Meetings Department. This position will assist the OSA Meetings Department staff with the Society’s meeting(s) preparation and execution.

Tasks and Responsibilities


• Assists with drafting and distributing housing emails to authors and attendees not in hotel block.

• Proofs attendee communications such as the What to Know Before You Go messages.

Event Marketing & Promotion

• Drafts copy for meeting websites and microsites.

• Assists with developing slides for session walk-in/out presentations.

General Logistics Support

• Provides general assistance for on-site pre-con meetings.

• Assist in the preparation of poster session logistics – numbers, pins, etc.

• Creates content capture log for tracking session recording on-site.

• Produce session count sheets.

• Prepares pre-con staff packets according to Meetings Team’s requirements.

• Assists in production of award certificates.

• Produces signage inserts.

• Proofs meeting signage.

• Coordinates packing and shipping of conference materials.

• Creates and distributes shipping labels.


• Works with Meetings Team to maintain staff housing list.

• Coordinates with Meetings Team to create VIP housing list.


• Assists Registration Manager with all general registration processes as needed/assigned.

• Assists in the content development of registration confirmation letters.

• Coordinates the issuing visa letter to include collecting contact information, creating form letters and mailing or faxing.

• Supports registration manager in maintaining inventory of registration meeting supplies.

• Assists in assembling attendee materials, e.g. producing badges and any associated info cards and organizing registration materials for on-site distribution.

• Trains and understands the organization’s registration system.

• Provides backup with key registration tasks such as responding to event inquiries, testing of registration sites.

Vendor Management

• Assists with preparing RFPs.

• Compiles incoming proposals for review.

• Assist in finalizing arrangements with various meeting vendors (decorator, audiovisual, hotel, supplies).

Other Job Functions

• Performs various administrative duties including but not limited to: Preparation of, proofing and editing correspondence; coordinating mailings; responding to routine questions and requests for information.

• Special projects as assigned.

• May assist in on-site execution of local events.


• Experience with Microsoft Office 2010.

• High degree of professionalism.

• Strong organizing skills.

• High level of attention to detail and seeing projects through to their completion. • Ability to prioritize and handle a variety of projects simultaneously.

• Ability to work effectively both individually and in a team.

• Good research and writing skills.

• Excellent verbal communication skills.

• Ability to learn new technologies and processes quickly.

Summer 2017, part-time (15 -20 hours per week). Stipend/hourly rate of $15.00 per hour. Please send cover letter and resume to [email protected].

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