This document is intended for students studying the BTEC Level 3 Extended Diploma and need help on their 1st assignment in Unit 4 - Managing an Event. The grade received on this essay was D* and students may copy this document if they wish. Teachers are also welcome to see what the contents of the ...
Unit 4: Managing an Event
Assignment 1: Could I be an Event Organiser?
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,Who are event organisers?
An event manager is the individual who helps to put the different pieces of an event together. They
are specialists in a variety of fields and are responsible for jobs such as from hiring staff, organising
dates or being able to negotiate and find optimum prices and locations. Furthermore, they must
ensure that the target audience they want to be reaching out towards is not only engaged, but that
the message of your event is clear.
The seven elements of an event organiser
Venue
A venue is the place the event will be held depending on the occasion and theme. When organising a
venue, it is important that you understand what the client’s needs and desires for the event is.
Constant communication between the vendor and the client is key since this will lead to a more ideal
location being found that aligns with the customers preferences. There are a variety of aspects the
organisers need to ensure to make the venue a success.
The capacity of the event is an important part to consider since organisers will need to arrange
beverages, food and chairs for the participants months in advance and if no minimum or maximum
limit is set, then it could lead to a severe lack of necessities causing problems throughout the event.
Services and amenities are another critical part in ensuring the venues success. The
amenities/service of a property and the local area play an important role in deciding where to hold
the venue. Organisers must verify that there is a variety of facilities for the clients to use such as
public transport, restrooms, water and electricity supplies and parking space. If there is a lack of
these, then issues will start to arise as the event continues and potentially ruining the entire
experience.
Setting costs and having date flexibility allows the organisers more breathing room to find a venue
that matches the customers desires. Having cost limits allows the organisers to know what they are
dealing with and can then start to work within a set boundary instead of having to guess the budget
and realising there is not enough funds for the project. Date flexibility allows the organisers to
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, properly organise all the events details, facilities, and legal obligations without having to stress
without overlooking important details.
Accessibility for the venue is also a very important detail that event organisers will need to account
for. Depending on the occasion, will heavily affect how accessible the venue will need to be. For
example, if the event has any sort of alcohol will there be arrangements at the venue or is there an
easily accessible hotel within the local area. Additionally, having main roads or motorways would
help significantly when it comes to being able to attend the venue or not since if there is little
availability to reach the event then people might be deterred from attending.
Location
The location of the event is where the venue will be held. There are many types of locations one
could be held ranging from large cities to rural areas depending on what the clients wish for or what
type of event is being held. Furthermore, it can also influence who will be able to attend the event
since if it is in an undesirable location, then it could massively affect who shows up.
The theme of the venue is a strong factor that the client or the vendors will have to come to an
agreement on to allow the event to be a success 1. An example could be if there are certain types of
activities that need a body of water to perform on, then the venue would have to be close to the sea
or a lake and if not then many problems will be caused.
As previously mentioned, accessibility is an important part of who can attend the event. Organisers
will need to take in consideration local routes such as motorways, public transport, or main roads
and possibly if the event is large enough, airports and train lines ensuring that the maximum number
of attendees can show up to the venue. However, if these are not considered properly and only a
few ways to access the event or available, it will severely limit the number of people possibly ruining
the venue altogether.
The proximity to the local community is also an important part in deciding where you should be
hosting your event. Larger venues such as concerts should be moved further away from them in
order to minimise the amount of disruption caused or events such as weddings or parties should be
moved closer in order to allow for easier accessibility to accommodation especially if alcohol is
involved.
The size of the venue is again important when it comes to finding an ideal location to hold the event.
For example, if a concert is being held that can hold thousands of people, then larger arenas or fields
will need to be found and booked in order to accommodate them but events such as weddings and
parties should usually be in smaller setting such as a hotel.
Catering
A large part of hosting an event is too make sure that the attendees have enough food and
beverages to last throughout the occasion. When preparing the catering of the guests, the
organisers must take into consideration a wide range of possibilities that might affect the attendees.
Probably one of the most important parts of planning the catering services is whether you will have
access to on-site facilities and if you will be utilising them. The reason this is such an important
aspect is because organisers will need to know if they need to hire chefs to prepare the meals. If
there will be chefs, this means that fresh food will need to be bought in advance or if all the food
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