BTEC Business Unit 4: Managing an event , Assignment 1
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Course
BTEC Buiness Unit 4 Assigment 1
Institution
Shef
BTEC Business Unit 4 Assignment 1: Distinction criteria met. This Assignment is very well structured with easy to read subheadings and appropriate images. Using this Assignment as your template will ensure you attain Distinction. This document includes : P1, P2 , M1, D1.
Unit 4: managing an event
Task 1: Explore the role of an event organiser
P1: Explain the role and skills required to be an effective event organiser.
P2: Investigate own skills in the form of a skills audit.
M1: Analyse own skills against those required by an event organiser, highlighting areas for
development.
D1: Fully justify how own skills match those of an event organiser.
AN EVENT MANAGER AND THE ROLES
An event organizer is a person who is in charge of organizing and planning events. They
must ensure that the event runs as smoothly as possible, that the goals are met, and that the
client's desires are fulfilled.
Location
The event organizer must consider the location of the event and make a decision. However,
the organizer must consider how to get to this area. Will the majority of people be able to
attend? How much would it cost them to go to the site, and how easy will it be for them to
find it? If the event is taking place outside of the country, you must consider if it is
appropriate for the type of event and whether everyone can attend or whether there are visa or
nationality issues. The setting must also fit the client's vision, for example, if they want a sci-
fi event, it should not be in the countryside.
VENUE
The venue is also a significant component that complements the location. The event must be
appropriate for the number of people the customer wishes to attend. You should also check to
see if any decorations are already in place, or if you need to set them up yourself, how much
space do you have for decorations and equipment such as speakers and tables. Must also
consider whether the location is appropriate for the event. For example, if the event is a
wedding, the site should be appropriate, such as a wedding hall rather than a small structure.
The venue must be able to accommodate all types of individuals, including those with
disabilities, thus it should include a lift and a barrier for wheel chair users. When choosing a
venue, the event organizer should think about the type of atmosphere they want to create.
This is because the mood of the entire event will be influenced by the scene produced by the
venue; consequently, the event organizer must ensure that the scene set is appropriate for the
sort of event. To guarantee that no issues arise during the event, the event organizer will need
to conduct IT and sound equipment checks. This will help the event operate smoothly. That's
because the music will set the tone for the event, and if the target audience is younger and the
music is classical, the audience will be turned off by the music and lose interest in the event.
The organizer must ensure that speakers are available so that everyone in the audience can
hear the music. The organizer must also ensure that the music is not overly loud, as this will
prevent attendees from conversing with one another, irritating the crowd and creating a
hostile atmosphere.
, SETTING UP THE EVENT
The organizer must ensure that the event is set up as appropriately as possible. The event's
date must be convenient for all parties involved, including the venue owner and the target
audience. Although not everyone will be able to attend, you must ensure that the majority of
people will be able to go. for example. People will be drenched in water and equipment may
be damaged if the date does not coincide with the weather. As a result, the date must be
adjusted based on the weather in order for the event to run as efficiently as expected. The
organizer must also ensure that other aspects of the event are running smoothly, such as the
venue's amenities are operational, food is delivered on time and in good quality, and there is
little to no lateness or security issues.
PLANNING AND RESERVING FACILITIES
To ensure that the event operates properly, the event organizer will be in charge of organizing
and reserving facilities. They must make certain that the event is held on a day that is most
convenient for the target audience. In order to maximize the event turnout, they will need to
choose a date that does not conflict with other similar events. They will also need to choose a
date when the bulk of the target audience is likely to be available in order to maximize the
event's attendance. The event organizer must make certain that the venue is suitable for the
weather on the day of the event. This is because if it rains and the venue does not provide
adequate shelter, some of the audience will be drenched in the rain, causing some audience
members to be dissatisfied. The event organizer must also ensure that the location has all of
the amenities that the event and its target audience will require in order for the event to
function properly, such as electricity, drinking water, restrooms, baby-changing facilities,
parking, and so on. The event organizer must ensure that the venue has the appropriate level
of security for the event in order to keep the target audience secure. To ensure that no guests
experience any illness or injury, the organizer must ensure that the special need forms are
filled out. The information on the forms will include the guest's allergies, illnesses,
disabilities, and any other special needs and requirements.
CATERING
Furthermore, an event organizer must also make certain that the event is prepared for by first
locating a catering service. They must determine whether the location will provide catering
for the event and, if so, whether the food is appropriate for the occasion. If the venue does not
supply meals, the event organizer will need to contact a third-party caterer. The event planner
must make certain that the cost of hiring a caterer is reasonable and within the budgetary
constraints. By confirming that the caterer has all of the necessary certificates, the event
organizer may ensure that the caterer complies with all FSE standards. If the event organizer
failed to check their certifications and a member of the audience became ill as a result, the
event organizer might face legal action. In addition, the event organizer must verify that the
catering provided fulfils the demands of the target audience. that none of the guests are ill or
injured. The information on the forms will include the guest's allergies, ailments, and
impairments.
SUPPORTING DOCUMENTS
It is also the responsibility of the event organizer to verify that the necessary supporting
documentation have been submitted for the event. To ensure that the proper visitors attend
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