Moses
Learning Aim A - Managing an Event
In this task I will be explaining the role and skills to be an effective event organiser.
An event is a planned public or special occasion that happens or takes place, especially one of importance.
This is set up by an event organiser who can be a person, or a group of people who take responsibility for
setting up an event. Their responsibilities include planning, managing, design and production with a time
scale, organising events in the most efficient and cost-effective way. Examples of events are: Wedding,
World Cups, Carnivals, Bar Mitzvah, Funerals, Birthdays and more. A.P1 Introduction
Event organiser Before, During and After roles
Event organiser would have roles and priority before, during and after the event. This can range from
cleaning or setting up the venue to establishing security and chefs to their appointed roles. A.P1
Event Organiser Roles Before the event
Firstly, before the event begins, the event organiser would need to initiate goals and objectives for that
specific event. For example, a charity event objective will be to raise a certain amount of money from their
chosen charity. This is done to lay down the foundation and purpose for the event as it provides
benchmarks and targets to aim for. A.P1
Secondly, the event organiser would need to setup a time and date for that event. This is done as it helps
them too accordingly and appropriately organise and structure the tasks that will lead up to that event within
a set period. Dates are important as they note when certain events happen. If there no time or date then the
event will not occur. A.P1
Finally, the event organiser would need a contingency plan for that event. For example, if there an outdoor
wedding and it begin to rain, they will need canopies or move indoors in order to continue the event. This is
important as when a major problem does occur, the event organiser would be expected to react
immediately and suitably to counteract any interference. A.P1
Event Organiser Roles During that event
Firstly, during that event, the event organiser would need to check for any damage to the venue or
equipment as they will be held accountable for it. This can often lead to a fined due to them signing a
contact with the landlord to maintain the property and the equipment in it. A.P1
Secondly, the event organiser would need check that they are maintaining legal legislation and regulation
like health and safety procedures. It is important that the event organiser adhere to these acts as they won’t
be able to legally setup the event. For example, wires being covered by tap, fire exists available on
, Moses
standby. If these procedures are not checked and maintained, then the event organiser can be fined and
prosecuted which can lead to a negative impact their reputation with future clients. A.P1
Finally, the event organiser would need to make sure that the staffs are in the appointed role that they have
been given. This is done so that the event goes smoothly without any altercation as each staff would be
selected due to the skills that they possess which is suited for that chosen role. For example, the cooks are
in the kitchen whilst the security guards are at the entrance and patrolling the event. A.P1
Event Organiser Roles After that event
Firstly, after that event, the event organiser would need to review their pros and cons. This is done in order
to gain an overall personal review of how they conducted themselves throughout that event. To become a
more effective event organiser, they must improve their negative aspects and refine their positive talents.
A.P1
Secondly, after an event, the event organiser would need to lock up the venue due to security and
protection, as they will be held accountable for lost or stolen items. For example, locking up the property
that the event was hosted. A.P1
Finally, after an event, the event organiser would need to clean up and check for any damage or individuals
that is still in the event as the venue is no longer being used. For example, cleaning the toilets and kitchen
after using it. A.P1
Skills required to be an effective Event Organiser
Communication and Interpersonal skill
Communication and Interpersonal skills are the ability to communicate or interact well with others by
exchanging information through speaking, writing or other method. In order to execute their duties
effectively, event organisers must have strong interpersonal and communication skills, since this ensures
that everyone is involved in the event and knows their position. To allow others to understand information
more accurately and rapidly, good communication skills is vital as it assures that everything runs well
without any problems or confusion. For example, discussing each team members role like the bar tender
will be at the bar serving drinks, the security guards will be stationed at the entrance, and the cooks will be
in the kitchen. A.P1
Organisational skill
Organisational skill is the ability to plan your time and manage your workload effectively to meet deadlines.
An event organiser needs to have strong organisational skills as it can boost productivity since you now
have more time to work, which can reduce the likelihood of missing critical deadlines. For example,
planning on booking a venue for an event a week in advance.
