unit 4, business, managing an event,p1 to m1. fully detailed organising coordinates for a business, with a personal skills audit ans in detail paragraphs about skills you need to manage and plan an event
unit 4- managing an event
P1-
An event is something that takes place which people can attend to. For example, exhibitions,
festivals, charity fundraisers and fashion shows. An event organiser is someone who would plan
and organise every component of an event ensuring the day is successful and runs as planned.
The event organiser coordinates every asset of an event which may include
Venue
Location
Catering
Contracts
Setting up program
Planning and reserving facilities
Preparing and distributing documents
Legal requirements
Organisational procedures
Venue
The event organisers first job is to find a venue, this is somewhere suitable for the event to take
place. There are many factors that need to be taken into consideration such as space, buildings,
indoor/outdoor and facilities provided. The venue is a main part of an event as it sets the initial
scene allowing people to create their own judgement on the event, which is why it is important
for the venue to relate to the event. A venue can be a deciding point on whether people attend
or not due to the fact if they like it or not. For example, an event organiser planning a festival
would choose an outdoor space not too far from a town as it needs to be easily accessible to
attract people but big enough everyone feels comfortable. The organiser has many things to
consider such as deposit, booking in advance, ages, beliefs, and religions. If every guest is not
considered there may be an impact on the overall event. For example, if children are attending
there needs to be facilities provided which are suitable as it could restrict parents.
Location
The location of an event is just as important as the venue itself due to the fact people need to
be willing to travel to the event, many people like the location to be closer to their homes as it
makes them feel more confident with where they are going and a sense of safety, this may
determine how many people attend the event. The event organiser is responsible for looking
over the target market to help find a location based off the results. For example, if an event
organiser is organising an event for immobile guests, they would have to consider parking eg; a
car park.
Catering
Different kinds of catering need to be considered such as in-house and outhouse catering. In-
house catering is provided by the venue, which may be approved by food standard agencies
and outhouse is a caterer you bring in. Catering is important as they need to cater for a wide
, range of people by catering different ranges of food, drinks and beverages. Also ensuring
they’re staff are respectful and up to standard with your expectations. Caterers have a large
responsibility of catering for ethical beliefs which may lead to guests no being able to eat the
food provided for example, pork. Ensuring everyone can eat caters need to ensure they have
alternative options. Allergies are an important requirement that all caterers need to consider
and be aware of as they need to cater differently for the specific guests ensuring they are not
effected.
Contracts
When event organisers plan events, they need contractual agreements. These agreements
usually give permission for the event and set prices for each individual asset of the event. Some
events also have separate agreements for hires and equipment. The agreements are usually
written up for proof but can also be verbally and electronically.
Setting up program
When an event organiser is planning an event, they must write out a step by step how the
event is going to run in chronological order. The list would include timings, food, activities and
seating arrangements giving the guests a clear idea of what will happen and what to expect on
the day of arrival. For example, at festivals there will be a timetable for when to arrive and what
artists will be playing on what stage.
Planning and reserving facilities
Every event needs a clear plan to make sure everything is done correctly in stages to ensure the
event is ran smoothly and is presented at its full potential. When an event organiser is planning
an event, they may research similar events in the area that are taking place around the same
time to prevent any clashes making sure that the maximum number of guests attend the event.
If similar events take place within a short time frame some people may not want to attend both
causing problems for both events so researching will help the organiser create a plan to make
sure the event is different to potential competitors meaning the event won’t need to be
rescheduled.
When an event organiser is planning an event, they need to provide the correct facilities and
members of staff for every possible situation. For example, cash machines, toilets, parking,
signs, fist aider with facilities, police and cleaners etc. Providing everything that may possibly be
needed enables the event to run as smoothly as possible as they will be no inconveniences for
the guests. The weather may be a main factor effecting an event so the event organiser needs
to plan correctly to make sure there’s shelter for rain or outdoor areas for the summer, this is
important as it effect how many guests attend.
Preparing and distributing documents
Some events require documentation whether it’s hard or soft copies. These documents are
mainly given out before or after an event which include information such as website links and
usernames and password that guest can easily access. There are various kinds of documents
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