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Unit 18 - P6
- Grado
- Institución
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Unit 18 – Managing a business event
P6 – Produce guidelines for dealing with problems
There are many problems that can arise during the lifecycle of a business event, which range from all
stages of the event, from the setup, to those which arise during the event, to those which feature
during the packing away of the event. These issues will vary with severity and many of them can be
prevented by thinking ahead and by placing countermeasures into place to make sure the chance of
the problem occurring is minimal. However, some problems are unable to be planned for, such as a
natural disaster. Each issue requires a diferent approach as the same approach will not necessarily
work with each problem which will arise. In additon, the correct approach will need to be utlised to
ensure the minimal interrupton to the event and the least impact on the public.
The frst and main issue which may arise when undertaking the business event is an issue with the
venue, such as it being overbooked, or not available for booking. An example of this is our group
may have hired out the sports hall, however, there may have been an emergency in another hall,
with the group studying in there needing a place to train, meaning the room would be double
booked, and there is a chance we would not be able to complete our event in the sports hall. If this
problem or a similar problem took place, we would have to contact the sports hall, so they can
relocate one of the groups to a diferent building where their event can take place. In additon to
this, our group may want to reserve a second venue to make sure that this problem does not occur.
We had this issue when we were hiring the hall, due to there being people training for a basketball
tournament who had not hired the sports hall, and we had to ask them to leave the building, so we
had enough space to undertake our event. In additon to this, the basketball players could have
caused injury to other people looking to take part in the event. The players, afer some tme,
departed, meaning it was safe for customers to begin the basketball shootout.
Due to us using music to entce people into entering the sports hall, we needed a speaker loud
enough to be able to play music inside and outside of the venue. An issue with using a speaker lent
by the sports hall is the possibility of the technology malfunctoning, not being able to sync with our
devices and the quality of the speaker. One issue we came across was the need for an auxiliary cable
to connect our phones to the speaker due to them not being able to connect to with other methods.
If the auxiliary input did not work on the speaker, we would have to get in contact with the people
who hired out the equipment, again the sports hall, to make sure they knew this was a problem and
gave us sufcient steps to work around this problem. In additon to this, those who were doing the
music in the event made sure they brought a speaker of their own in case the speaker hired out
malfunctoned. This reduced the issues associated with the failure of the equipment, without having
a contngency plan. In additon to this, due to us using phones to stream the music to the speaker,
we had to make sure that they had batery and would not run out throughout the course of the
event. This meant that those doing the music would have to make sure their phone had sufcient
batery and a portable charger to make sure they have a back up in case they use their batery down.
The main issue which plagued our event was people turning up at the venue, entering, not paying,
and using the equipment to mess around, not taking part in the preorganised actvites which are
available. This would be resolved at a future event by placing the table with those collectng the
money either at the door or outside of the hall, ensuring only those who have paid the required
amount of money can enter. This problem would have also been sorted out through increased
communicaton with those who were not paying. This is because they were not identfed as a
problem during the event, and subsequently were not asked to leave.
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