Madhabdev University: Organising a Small Workplace Event as an HR Internship Project

An HR intern can organise a small workplace event by treating it as a mini project: a clear purpose, a short budget, named roles, a countdown timeline and a feedback form that produces numbers. This guide gives Madhabdev University students a full template for a team day or wellness session, plus a simple way to report results to a supervisor and to a college.

Why a small event makes a strong HR internship project

Most intern tasks are invisible. Screening CVs or updating records helps the team but leaves little to show afterwards. A small event is different. It has a beginning, an end, a budget, a group of participants and measurable feedback. It tests the skills HR teams value in juniors: planning, coordination, communication, cost control and follow-through.

It is also a manageable size. A forty-minute wellness session for fifteen people, or a two-hour team day for a department, can be planned in two weeks with almost no spending. That fits a short internship. The risk is not complexity, it is vagueness. Events fail when no one owns the room booking, when the budget is guessed or when nobody asks participants what they thought.

A good intern event is also modest in its claims. You are not proving that a wellness session raised productivity. You are showing that you planned it carefully, ran it on time, stayed within budget and collected honest feedback. That is enough to be a credible, reportable result.

Madhabdev University students: how the university’s internship material relates to a self-run event project

The university’s Experiential Learning page says the internship programme aims to give students practical exposure, industry experience and skill development to improve employability. The page does not state a duration, a process or a coordinating office. The Academic Regulations page lists a document called Internship Guidelines, alongside the UG regulations under NEP-2020, the UG curriculum framework and guidelines on the marking pattern for internal assessment.

A search excerpt indicates that a Standard Operating Procedure for the UG fourth-semester internship exists for session 2024-25 and defines an internship as work experience or professional activity with an outside organisation. A department syllabus, for example the English department’s UG syllabus, shows a 2-credit internship in semester 4. The Department of Education’s website lists an internship notice dated 05 May 2026. Credit values and procedures may differ by department and year, so read the version meant for your programme.

What this means for an event project: a workplace event is work you do for an outside organisation, so it can only count as part of your internship if your department and host accept it. The event is useful evidence of practical learning, but the guidelines decide how your work is documented, who certifies it and how it is assessed. Do not plan the event around an assumed rule. Ask first.

Verification steps for Madhabdev University students planning an HR event project

1. Open the Internship Guidelines on the university’s Academic Regulations page and note the current version, duration, documents and who signs completion.
2. Read the internship SOP and the notice published by your department, and check whether your programme counts credits, hours or both.
3. Ask your internship supervisor at college, in writing, whether organising a workplace event is an acceptable task for the report and what evidence they expect.
4. Ask your host organisation for written permission to run the event, to use feedback data in your report and to share photos, if any, with the college.
5. Confirm how the marking pattern for internal assessment treats the internship report or presentation, so your reporting format matches it.

Choosing and scoping the right event

Pick a format you can finish well. The table compares four common small events for HR interns.

Whatever you choose, write one sentence of purpose before anything else: “A 45-minute wellness session for the accounts team to give them a break during month-end and ask what support they would find useful.” If you cannot write that sentence, the event is not ready to plan.

Event plan template for a team day or wellness session

Copy this outline into a document or spreadsheet and fill each line. Keep it to one or two pages so your supervisor will read it.

Budget table with illustrative figures

The amounts below are illustrative and exist only to show the format. Use quotes or actual prices from your host. If the host sets the budget at zero, plan an event that costs nothing and say so.

Keep every receipt and compare the actual column with the plan after the event. If you are overspent or underspent, explain why in one line.

Roles and responsibilities

Countdown timeline for a small workplace event

1. Day 1-2: Write the purpose sentence, check dates with the supervisor and ask whether any budget exists.
2. Day 3-4: Book the room, confirm the facilitator and finalise the agenda in minutes.
3. Day 5: Get written approval for date, budget and any data you plan to collect.
4. Day 6-7: Send invitations with date, time, venue, purpose and RSVP deadline.
5. Day 9: Chase RSVPs and confirm food or materials with exact numbers.
6. Day 10: Send a reminder and check the room, equipment and backup plan.
7. Event day: Arrive 45 minutes early, set up, run sign-in, start on time and collect feedback before people leave.
8. Day after: Send thanks, enter feedback and spend figures in a sheet.
9. Within three days: Share a one-page results report with your supervisor.

Feedback form for a team day or wellness session

Keep it to two minutes. Use a five-point scale where 1 is “strongly disagree” and 5 is “strongly agree”, plus two open questions. Make it anonymous unless you need names.

1. The topic was relevant to my work or well-being. (1-5)
2. The session was well organised and started on time. (1-5)
3. The length of the session was right. (1-5)
4. I would attend a similar session again. (1-5)
5. What was the most useful part of today?
6. What is one thing we should change or add next time?

Add one optional line: “Would you like a follow-up session on a particular topic?” It gives HR a lead for the next event without asking participants to commit.

How to report event results to your supervisor and your college

A results report should be factual, short and honest. Use the same structure for your supervisor and for any college document, then expand only where the college asks.

All figures in the example column are illustrative. Report what actually happened, even if turnout was lower than expected. A frank report with a sensible recommendation is stronger than a glossy one.

A worked illustrative example: a wellness session in a small branch office

Suppose an HR intern at a regional distribution office is asked to do “something for staff morale.” She asks her supervisor for the purpose and learns that the accounts team has been working late during the quarter-end. She proposes a 45-minute stretch and breathing session led by a trained volunteer from the local community, held in the training room after lunch. The supervisor approves the date and a small snack budget, and tells her to avoid any medical claims in the invitation.

She writes the purpose, the agenda in minutes (five for welcome, thirty for the session, ten for feedback and thanks) and the budget. She sends the invitation to 24 people with an RSVP deadline. Twenty confirm, eighteen come. She collects 16 completed forms. The average score for “would attend again” is 4.5. The two main comments are a request for an earlier start and a request for a seated option. She reports both and recommends a shorter version at 2:30 PM with chair-based exercises. The example is illustrative; no real organisation is described.

What made it work was not size. It was the order: purpose first, approval second, communication third and numbers collected before anyone left the room.

Handling safety, inclusion and sensitivity in workplace wellness events

• Make participation voluntary. Never imply that skipping a wellness session affects performance reviews.
• Avoid health claims. A stretching session is not treatment. Use plain wording like “a short break with guided stretching.”
• Offer alternatives. Seated options, quiet participation and non-physical activities protect people with injuries or different comfort levels.
• Respect food needs. Ask about vegetarian, religious and allergy requirements in the RSVP.
• Use neutral timing. Avoid religious days and festivals, and ask about prayer or fasting schedules where relevant.
• Protect feedback privacy. Do not publish individual comments with names.

Using the free internship to rehearse the planning skills

If you want to practise before an employer trusts you with a live event, the CareerSwami free two-week online internship offers a 14-day project period, a free offer letter and a free completion certificate after successful completion. You can use that time to draft a full event plan, budget and feedback form on paper and ask a mentor or faculty member to review it.

Frequently Asked Questions

How much should an HR intern spend on a small team event?

As little as the host approves. Many useful events cost nothing or only snacks. Always get the budget approved in writing before spending anything.

What is the right size for an HR intern’s first workplace event?

Ten to thirty participants and under an hour is a sensible first target. It is large enough to produce feedback data and small enough to manage alone.

How many feedback responses are enough to report?

Report whatever you collect and state the response count. With a small group, aim for most attendees and avoid drawing strong conclusions from a handful of forms.

Can I invite an outside speaker for a wellness session?

Only with the supervisor’s approval, a confirmed fee or free arrangement and an agreed topic. Check any host rules for outside visitors and security.

Should I take photos at the event?

Only if the host allows it and participants know. Ask permission, avoid close-ups of individuals and check before including any in a college report.

What if few people turn up?

Report the real turnout, note the likely reasons such as timing or short notice and suggest one change. Do not inflate numbers.

Does organising an event count as my university internship?

That depends on your department’s rules and your host’s confirmation. Check the current internship guidelines and ask your college coordinator before assuming it counts.

What should my one-page report include beyond the table?

A short recommendation, the receipts or a note on where they are kept and an attached copy of the blank feedback form so that the next intern can reuse it.

Related Human Resources guides

• Gandhi Institute of Engineering and Technology University: Campus-to-Corporate Soft Skills Training Design for HR Interns
• Prof. Rajendra Singh (Rajju Bhaiya) University: Rural and Small-Town Employer Outreach for HR Interns
• Hansraj College Students: Human Resources Internship Guide to Recruitment and Screening Tasks
• All Human Resources internship guides