Btec Business Level 3 unit 4 managing an event P1, P2, P3, P8, M1, M2 and M3, D1, D2 DISTINCTION
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Course
Unit 4 Managing an event
Institution
PEARSON (PEARSON)
This document is intended for students studying the BTEC Level 3 Extended Diploma and need help on their assignments in unit 4 - Managing an event. The grade received on this essay was D and students may use this to help with the structure and for notes.
In this task I am going to be describing the role and skills of an event manager.
During an event, the event manager oversees all the moving parts of the event. Event
management has to coordinate with the venue, the staff, the vendors, and the client to
make sure everything is working as planned.
As an event organiser it's important to discuss what the client wants as everyone has
likes and dislikes and if you give them something that they want they will be willing to
participate and if not the customer will be unsatisfied and not want to come back.
The second role of an event manager is to come up with original ideas for events. This
is important because having unique ideas will attract more people, for example
arranging different activities like sightseeing.
It's important to discuss and agree budgets with the customer as you want to ensure the
final amount spent does not exceed the original budgeted value and the customer
knows exactly what the money will be spent on.
Researching a venue is important because it allows you to find a suitable venue that
has all the facilities and equipment needed. For example for a concert you will need to
find a venue that fits all requirements of the concert happening. For example you will
need a stage, lights ,chair and the space for the people. Also its important to research
different suppliers as if you're organising a big event you will need more suppliers and
some companies may be short of supplies so you'll need to find another supplier that
provides more and you don't want to go over the budget of just spending on supplies
where you'll be able to find the supplies much cheaper elsewhere and will be able to
save money and use it on something else needed for the event.
Booking venue, entertainment and equipment and supplies is a vital role as an event
organiser. As an event organiser, the venues you book are undoubtedly a crucial
element when it comes to ensuring success because the theme the client wants or ana
vent your trying to manage will have to match with a suitable venue.The right venue
ensures that your event will be executed to any specifications, and that guests will be
surprised and delighted by their experience and the venue has to be suitable for the
event. As an event organiser you will need the right equipment needed for that type of
event. It's important to talk to more than one supplier because as an event organiser
you can't be short of supplies and you have to make sure the right amount of supplies
you need is in stock. So researching companies and suppliers helps you.
,As an event organiser it's important to hire and supervise contractors like catering
because people want the best, high standard food for their event and Whoever takes
part you have to tell them where to display the food, what to make. As an event
organiser you have to make sure that people who are not in the list don't intrude so
needing a security guard they'll make sure of that. for example large events where there
is a larger capacity of people. Security guards help keep guests and staff safe at any
event.
The final duty of an event organiser is to make sure that everything runs smoothly on
the day.In order to do this you have to make sure that everything is ready and the
different organisations know what they're doing because if anything goes wrong the
event organiser will be responsible for it. For example organizing a meeting you have to
make sure that all the equipment works and runs smoothly, the activities are booked
beforehand and the transport is arranged.
Skills of an event organiser
As an event organiser it is crucial to have customer service skills. This is because you
are responsible for addressing customer needs and ensuring that they have a good
experience. This generates return business as a happy customer is much more likely to
come back which will be effective for your business.
Another duty of an event organiser is to be thorough and pay attention to detail as it
speaks volumes about the quality of the event and it is important because it elevates
everything, looks professional and hits the brief and will satisfy the customer.
Accepting criticism because it can help employees improve their performance, often
positioning them to take on more challenging tasks and roles. For example, if someone
tells you to change something for the better or make some tweaks, it's better to improve.
When provided effectively, criticism benefits both the organisation and the
individual.Working well under pressure increases productivity, so when you have so
many tasks to complete you're able to overcome them one by one.
The ability to work well with others ensures that the event organiser gets everything
done on time and everyone knows what they're doing. At the same time, you also need
to communicate your own vision and expectations to make sure you’re all on the same
page. Having bad communication skills will lead to downfalls and the event won't go as
planned.
, Part of the role of an event organiser is to delegate tasks to other people. Whether that
be event staff, volunteers, family members, or third-party vendors, you’ll eventually need
to involve others but make sure that individual person fits that role.As a leader you have
to make sure that you provide clear instruction, inspire and motivate people to do their
best and create a sense of trust making sure everyone get long and give their best
effort.
Excellent verbal communication is a key to maintaining successful business
relationships. Effective communication causes productivity to increase, errors to
decrease and operations to run smoother. First organisers need to listen to their
audiences, understand their needs and plan an event that envisions these desires. Only
by effective communication from the organiser can they communicate the right
messaging and market promotions to attract the right audiences.
It is important for event organisers to be able to use a computer and the main software
packages competently because it makes the work of an event manager easier and
allows them to focus on the main part of an event. For example software packages like
‘Word’ are useful because you can assign tasks to people who are working, powerpoint
to make presentations and microsoft excel to maintain budgets.
For event management you don't need maths, neither do you need any management
degree. However you'll need to know basic math as math will be required for when
budgeting money. For example when buying the supplies you need to know how much
each of the items cost but stay within the budget.That will help to know how to manage
the whole event.
Legal requirements
You need a contract so it can protect all parties involved in an event and if there's any
miscommunication then you can look back at the contract and fix the problems.For
example payment and other rights you want covered.
You have to make sure that in your event if businesses, organisations and individuals
are supplying alcohol to people you have to make sure that they must have an alcohol
licence fee or other authorization from a licensing authority. Under UK law If there's
alcohol in the event you have to ask for id because under the under 18 it's not legal.
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