Exam (elaborations)
Exam (elaborations) Unit 4 - Managing an Event
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Unit 4 man against an event
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Jack CollinsP1-Explain the role and skills required to be an effective event organiser
Tasks of an event organiser
In this assignment I will be discussing the elements that you would need to have to organise an event
properly, meaning that all the elements for the event are suitable for it’s purpose and the following
elements for the event are-
Organising a venue-A venue is quite important as it is a place where something important happens like
an organised event such as a wedding in a hotel. This is important for the event organiser as the person
would have to book the place online due to the specifications that the customers want, for example
some people might want their wedding venue at the Hilton so it’s very important that the events
manager books it ahead a schedule so the person can get a booking at the date they want, because if
the person books it later then it is highly likely that the person won’t get the venue, so being organised
is crucial. Also, you might have to compare different venues to see which one is the best venue that suits
the specifications of the customers. This relates to the careers event that will be happening in
Gunnersbury because if the event doesn’t have a venue then the event wouldn’t be possible to operate
as the purpose of the event is where all the activities happen at the event. Also, the size of the venue is
very important because if you have a large venue then the event will be able to accommodate a large
amount of people for the event, which is a big benefit for the school careers event.This is because the
venue for the school event will be happening at the sports hall, which is good as the sports hall is a big
facility so the venue will be able to allow a lot of students to attend the event and the speakers will be
able to set up their equipment.
Organising the location of an event-Organising the location of an event is very important because
people don’t want their venue to be in an awkward position, for example you wouldn’t have a big time
festival like reading in a city, you would have it in an open field so it’ll be easy for the public to move
around and go to different stages. How the event organiser would organise the event is that the person
would see the kind of event that will be happening and then the person would see what’s the best
location for the venue to be in to accommodate the customers of the event, for example the event
organiser might book the venue in a countryside for a wedding for the venue as it is quite and relaxing in
contrast to a city, this is important as this will help to influence the success of the event.
Catering-The task for a event’s organiser for most events is booking a caterer, this is important because
in important events like weddings you would expect to be getting food at a ceremony .This is important
as the event organiser would have to look online on like comparison websites to see what’s the best
caterer as they want to make sure that their customers are getting their money’s worth so that they
won’t have any reason to complain and they must look in to what food would best suit the customers
need like Thai food.
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, Jack Collins
Planning and reserving facilities –Another task that an events manger would have to consider is to plan
and reserve facilities in important/certain events, so for example in a festival the organiser would have
to reserve portable toilets for the audience .This means the person would have to make sure that the
facilities would be planned before the event happens to accommodate the audience essential needs, so
they would have to plan and book in advance. This would mean that the organiser will need to plan
whether physical equipment or facilities are required to run an event, this can include IT equipment,
special features of entertainment or car parking facilities that will accommodate people attending the
event. If you have a very large event like Reading festival for example, the event would require a lot of
facilities as there is a big audience attending. These equipment/facilities can include cash machines for
people that needs to take cash out, first aid equipment for people that might needs medical attention,
special assistance so like people with disabilities etc.
Setting up programme-Another task that an events manager would have to do in an event is setting up a
programme for the event. This is very important because in order for the event manager to do that, they
would have to develop event goals and objectives, so they must make sure that they organize a team
for the event, then set a date and create a publicity plan for the crowd/customers to see what will
happen in the event. It’s also important as the programme’s quality and content will be able to guides
people interest of the event during the day, so the programme will be able to direct people that they are
interested in the event, which is good as this shows people if there is any acts that they are interested
in, which helps to make the event successful.
Preparing and distributing documents-Another task that an event organiser must crucially consider is
planning the documents for an event, for example they will have to make a leaflet that describes what
they will be doing at the event and why. Also, the event organiser would have to produce risk
assessments before the event happens for the workers for the events to happen, so there is a lot
documents to be made before the event is able to happen as it is a requirement. This is important as
you would need legal documents so like risk assessment because if you don’t do it then you can get in to
a lot of trouble, as risk assessment helps to eliminate any risks to make sure that the event might have.
Sorting out contracts –Another task that an events manager would have to seriously take in to
consideration is sorting out contracts between the venues, the catering and whoever is supplying your
staff so like from an agency for example. It’s important that events manager sorts out contract as it is a
legal binding document, so the events manager is covering their own back by making sure that whoever
is involved with the event is up holding their agreement. In an event you would need contracts for
different elements of an event this includes the venue for the event, catering and insurance. These
separate agreements can be made with outside suppliers and this may include those used for a booking
a hotel or hiring equipment.
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