Unit 18 - Managing a Business Event
P3 prepare a plan for a business event
P4 arrange and organise a venue for a business event, ensuring health and safety requirements are met
Be able to plan a business event
Business Event
BTEC Level 3 Extended Diploma in Business
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Unit 18 - Managing a Business Event
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Abdulalah Al-Jobore
Unit 18 – Managing a Business Event
P3 P4
Business Level 3 Extended Diploma
Unit 18 Managing a Business
Event
CHESHIRE
OAKS
END OF YEAR
PARTY
P3.) Prepare a plan for a business
event
1
,Abdulalah Al-Jobore
Unit 18 – Managing a Business Event
P3 P4
P4.) Arrange and organise a venue for
a business event, ensuring health and
safety requirements are met
Types of event
We have decided that we are going to organise a trip to Cheshire oaks. Our event is a non-routine
event this means that the event is a one off situation that will probably never happen again.
However, for the other event (the second destination), End of Year Party, it will be the same as it will
never happen again as it only to celebrate the end year of the course. On the other hand, a routine is
an event is an event which happens on a regular basis. For example, a conference which happens the
first Monday of every month. .
Our event to Cheshire oaks and End of Year Party are informal events, there will be no strict dress
code our trip which is for leisure purposes only. However, they may be a formal business talk during
our event. A formal event however, will have a dress code and strict meeting times.
Meetings will be included within the planning of our event we will be holding a meeting every
Monday at 10:15am to discuss the progress of our event. Staff training events are usually held within
a business. If anyone from our class needed training we would do it altogether before we go to our
event at Cheshire oaks or planning to do the End of Year Party.
Exhibitions are things such as art events which may be arranged as a trip. As out event is just a
business trip it’s not really classed as an exhibition. Receptions are a type of event which are usually
arranged for weddings. Conferences are held within big organisations. Our event at Cheshire oaks is
going to include a conference as well as the End of Year Party as there will be food and drinks
alongside with music and movie. In addition, trade stands are also a type of event which a business
would hold to showcase and demonstrate their latest products/ services, meet with industry
partners and customers, study competitors’ activities, and examine recent markets trends and
opportunities.
Prior arrangements
Clarifying purpose
The purpose of both events is to have a successful trip to celebrate the end of the course. A business
talk will be held at the Cheshire Oaks which will be booked by our team leader. There will be a
presentation presented by the Cheshire Oaks staff to welcome us and provide us with the necessary
information for our visit will need in the centre at the Guest Service. The presentation also include
briefing on the achievements of the business which will wider our knowledge for future. The
attendees will be able to spend their day shopping or sightseeing inside the centre. Also, this event is
part of our studies which is compulsory to organise to pass an academic unit.
The other event is to organise a party at the end of the year in the college. The party will be among
classmates. In the party, food and drinks will be brought of different countries
Brief- types of events, Size, Number
The both events are informal events which includes 10-12 people. All our team members will be
present in order to pass the unit and make event effectively successful. These events are not
2
, Abdulalah Al-Jobore
Unit 18 – Managing a Business Event
P3 P4
something which will be organised every year; it will be held just once to pass our unit so therefore
both events are non-routine and informal. However, it will include some formal activities and
procedures such as organising the event and the talk at the Cheshire Oaks.
Target audience
Our target audience are ourselves students from Extended Diploma in Business Level 2 who are
celebrating the end of the year as a whole group. The reason for the Cheshire Oak is to observe how
an actual organisation works and how events are organised. For the party the purpose is to get
familiar with each other’s culture and bring more respect and love towards each other.
Responsibilities
Each member of the team has different role in the group in order to run the team effectively.
Abdulalah is considered as our team leader because the majority wanted him to be the leader since
he is very committed to his work and understand if he has responsibilities of each work needs to be
done on time, also he is the one who will get in touch with our course head to get the permission to
do everything. On the other hand, since Hadiba is very active and friendly person in the group was
chosen as the vice leader of the group because everyone things how the team leader will be so busy
getting in touch with head of the course so, therefore she can help any person of the group if they
needed. Other team members have different responsibilities to look after such as Miranda Tossell
will be researching on types of event, Hadiba and Huma will do some research on prior
arrangements, Shabaan Yunis will research about venue such as facilities and activities we can do,
Saadiya Aurahman and Maryum Bibi will have responsibilities to handle resources and Abdullah Al-
Jabore, Laiba Khan and Aisha Fiaz will make some arrangements on scheduling. Also, Abdullah as a
team leader also would have responsibilities to cover programme and legal requirements of the
events.
Procedures
Procedure implies to ensure that everything is planned and runs properly as set of procedures must
be in place in order to make right decisions. Therefore, our team leader has seek for authorisation
from the college to book a full day for both of the event and to book the minibus, and also the team
leader had to produce a permission slip for students parent/guardians for health and safety reason
as well as producing a checklist.
Budget and cost analysis
The maximum amount of the money for the Cheshire Oaks would be £30 per person. As it covers
travel cost and food cost within it. However, personal cost would separate than this amount if they
want to buy or use money for their own purpose. The exact cost of the travel has not been found out
among the group. Although for the party the maximum we expect everyone to spend is £15. This
event is cheaper because it does not have any travel cost because it will be held in the college. The
only cost that be cover is for food and other things if they are necessary.
Relevant meeting papers
A prior arrangement that we will have to ensure we do send out relevant and important documents
before the event takes place. This is done so that attendees and other people know any important
information before the event takes place. This is useful so that they can be prepared before the
3
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