ASSIGNMENT 1
Intro:
As part of my assignment I will explain the roles and skills of an event
organiser and why I think each of them is important, I will also try to get
some examples from different business and analyse them in more detail.
I will analyse my own skills and compare them to those of an event
manager for a clearer understanding of the topic and evaluate them.
To be an effective event organiser his/hers
roles will be the following:
Venue
Organising the event which includes finding a venue which will be good
for everybody, they need to consider the type of people coming, the
number of people coming so they can sort out if they can be seated or
can stand; the travel method used to get to the location is an important
thing to have in mind because if someone can’t get there then it will be a
huge problem and they might need to sort out a way for the person to be
able to get there.
They need to take into consideration any ethical or religious belief so the
venue where the meeting takes place will not make anyone feel
uncomfortable.
Location
The event organiser needs to find a good location so for example if their
product/service is upmarket this should influence the location to an area
where the visitors are likely to have a higher income and are able to
afford the products/services. The location can also be influenced by the
participants.
Catering
Catering needs to be looked into; a 3 course lunch will most likely be held
in a hotel whereas a sandwich delivery may need a less strict location
requirements. They may decide to provide their own catering and make
cakes or other foods to be given away or sold at the event.
,Besides catering,venue and location they also need
insurance,advertising,promotion,supply of goods and services act 1925.
These are the legal requirements that are included in the roles of the
event organiser
Planning and reserving facilities
Bigger events might need more planning and reserving facilities such as
cash machines if the event organisers need people to buy goods during
the event; first aid facilities in case anyone needs medical attention;
special attention for example if anyone needs a wheelchair or has other
mobility needs; a baby changing facility would really help, also the
company could have : facilities for animals, power, signs or banners
showing people where to go, refreshments and maybe free wifi
Programme
The event organiser needs to follow the programme which tells everyone
the order in which the event will happen and what is going to happen in
it. The times should be followed so people don’t miss later appointments
or work and they shouldn't start earlier so nobody misses the beginning.
Documentation
For any event the event organiser will be needing documentation and the
main ones are: background, agenda or schedule, event papers,
communication plan, travel arrangements, accommodation, additional
needs or special arrangements and risk assessment.
Contractual
Contractual agreements will be needed either verbally or in writing, the
contract sets out the offer and the prices for the individual elements of
the event including: venue, catering, insurance, advertising/promotion.
EVENT ORGANISER SKILLS
,Organisation is an important skill that any event organiser should have
because during the event it is important to make sure that everything is
running smoothly, all is on time and that notes are taken and that
documents are distributed.
Also late arrivals or cancellations are noted
Note taking, document distribution, location of rooms and facilities and
recording attendance and cancelations are important parts in the
organisational skill.
Other organisational skills are following procedures, attention to detail,
prioritisation and organising stored information.
Prioritising tasks is very important as it ensures that the tasks are carried
out in a correct and efficient order. Following the procedures ensures that
the event organiser is following the organisation's requirements. To make
sure that the event runs smoothly they will need to pay attention to the
details and also keeping files securely and in order makes it easier and
quicker for the event organiser if they need to look back at their notes but
for some files it is a legal requirement to ensure that quick reference can
be made.
Problem Solving the event organiser must try to resolve any issues so
that there is a positive outcome, it also involves talking to the attendees
and find out about concerns they may have and to deal with anything
unexpected.
During the event the organiser needs to talk to the attendees and make
sure that any issues are resolved before they turn into a complaint, the
organiser should talk to the guests during formal introductions or during
refreshments break and the attendees should be told who to go to in case
of any trouble, they should also try to get feedback from your guests and
whether or not the organiser can do it during the event will depend on the
type of event they’re hosting. It can be done online or there can be a
piece of paper on which the attendees can write their feedback.
There may be big issues happening on the day of the event, like the
location might be changed or one of the speakers is late and have to
work with that and maybe they can ask another speaker to go in early so
they guests are not being made to wait. The organiser might need some
additional resources so he/she should always have an amount of cash
credit/debit card on them.
Unexpected issues might happen during the event they are categorised
into 2 parts:
Issues that can be controlled by the event organiser:
, Facilities available in the venue
Resources available in the venue
Catering arrangements
Schedules
Non-attendance of delegates
Issues that cannot be controlled the event organiser:
Bad weather
Transport issues such as problems on the motorway or public transport
A major incident such as a fire in the area around the venue
Fraud promotion or selling associated with the event e.g scam ticket sale
Publishing of event details incorrect by a third party
Worldwide issues
Time Management
Good time management means that the event organiser focuses on what
is important and keeps everything on track. The most common time
management mistakes made are:
1.Wasting time doing activities that are not relevant to the event
2.Waiting for someone else to do something before being able to progress
on another aspect of the event
3.not being organised so they spend time looking for papers and files
4.not focusing on doing a task well through multi-tasking
Good time management skills involves stuff like having and using a diary
or schedule, planning each day, allowing some time for interruptions,
avoiding distractions like social media, setting goals or priorities,
delegating to others where possible and avoiding wasting time by waiting
for others.
Negotiation Skills
Event organisers need to be able to negotiate, this meaning that they
need to be able to reach agreement with others without argument and
through compromise. Negotiating requires:
Looking for mutual benefit
Being fair
Developing relationships
Through negotiating an event organiser might be able to get a better
price or a higher level of service for their money, meaning that they need
to be:
