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.Rawan Hachem 290780Unit 4 : Managing an Event
Assignment 1
Explore the role of an event organiser
Introduction:
I will be evaluating the role of an event organizer as part of my assignment. My
task in this report will be to investigate and explain with examples the following:
tasks an event organiser needs to consider when organising, legal requirements,
how an event organiser needs to set up organizational procedures, my own skill
audit as compared to a professional event organiser, and finally, I'll justify how
my own skills match up.
4/A.P1 Explain the role and skills required to be an effective events planner
Tasks an Event organiser need to consider
Ensuring that the event is organised properly means ensuring that all the
elements of an event are suitable for its purpose. There are seven essential
elements of an event:
- Venue
- Location
- Catering
- Planning and reserving facilities
- Setting up the programme
- Preparing and distributing documents
- Contracts
I/II. Planning and managing an event requires consideration of the following
elements. The event organizers should have the ability to select the
venue and location. The venue will set the scene for the type of event is going to
happen and influence whether or not people want to attend. It also help identify
the costs that will be involved. Small venues may be offered with costs. Other
larger venues may charge fees which will need to be paid for or recovered
through the event. It is important to consider the location and venue while
organising an event. The location will take in consideration either the people are
able to come or not. A planner should consider the accessibility of the venue, the
travel methods required in order to get there, as well as the facilities it provides.
For example, during my prom at uxbridge high school, the event was held in the
main hall of the school due to its convenient location and the students'
knowledge of how to get there. Furthermore, the school provided free parking,
making it easier for parents to drop off and pick up their children. By car and by
bus students can get to the school most easily, most of them can either take the
222 bus from hounslow to Uxbridge or the U3 bus, which drops them at the bus
stop next to the school.
III. Catering is very important for your event since your guests might
get hungry and need food if it is a long event. You will create a good
impression on your business and build a good image of it if you
provide nice food at your event. Your guests will like it, feel very
, satisfied, and it will make their experience more memorable.
Catering services generally do not put their guests' health at risk,
since the most important thing is everyone is satisfied and happy
when it comes to celebrating. Event planners should take the
following factors into consideration when planning catering for
events: what type of food they want to provide, whether it'll be hot
or cold, buffet or waiter service, outside catering or internal
catering, if the catering will be suitable for the target audience, as
well as health and safety issues (Food Standards Agency and
Environmental Health). In the past couple of months, my family held
a wedding and they planned to hire a caterer to serve Lebanese
cuisine. Prior to the event, the event organizer and a family
member tasted all the dishes for the wedding, including starters,
main courses, desserts and drinks. They decided that the food will
be served hot and that a waiter will handle the service. Thus, they
made sure to include some vegetarian dishes in every course for
those guests who are vegetarians.
IV. Planning and reserving facilities. Planning doesn't only include the
event itself, but it also needs to take into account other events that
are happening around the same time. Hence, an organiser should
consider when they are going to start planning for the event what
time of year it will take place, whether it will be a one-time event or
monthly, and will it be indoors or outdoors. if you require physical
equipment, how are you planning to obtain it, will you hire it, do you
want it to be delivered, how will you be able to access it? In
addition, you need to think about the facilities your event will
provide, such as WIFI, toilets, baby changing, disabled access,
signs, and cleaning services. If the event is very large, you also
need to think about cash machines, first aid, law enforcement,
stewarding, power, signage, all approaches, including motorway
parking, drinks and refreshments, and post-event cleaning and
clearing. For example, the family wedding that I went to was in july
last year and this was a one-off event. There were many different
facilities such as toilets, baby changing, drinks and refreshments,
disabled access, cleaning after the event and due to the hot
weather, it was conducted indoors with air conditioning.
V. The next element for an event organiser is to think about how
they'll be setting up the programme. This will determine what will
happen and in what order. In order for the attendees to know when
and where they should be, the organizers must inform them. In
addition, they would need to consider the start and end time of the
event. In addition, depending on the type of event, they could
decide whether to include a special guest list. As an example, our
prom afterparty was held at the Riverside Venue Hotel on Bath
Road from 8pm to 1am. Upopn arrival, everyone on the guest list is
given a wristband. This is to ensure there are no strangers in the
party. As the party began, everyone danced first, followed by the
starter course. People continued dancing after the starter course
until the main course was ready, some didn't want to eat and so
they kept dancing until the main course was served.
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