Yasir Hussain
Unit 4 managing an event
236117
Milei Digo
P1 and P2
Explaining the role of an event organiser
A business event refers to an event organized by a manager or organizer, which can be
either private, public, or charity oriented. The primary objective of event management is to
integrate the principles and values of the business and effectively communicate them to
both internal and external stakeholders. These messages encompass various aspects, such
as promoting the business's products, offering entertainment, or informing stakeholders
about the company's operations that can contribute positively to society.
Roles of event managers
Promotion and marketing of the event
Event managers play a vital role in marketing and promoting the event. They develop
comprehensive marketing strategies that encompass various channels, such as social media
campaigns, traditional advertising, public relations initiatives, and targeted outreach to
engage stakeholders and attract attendees.
Planning
Event managers are responsible for the entire planning and coordination of an event,
including setting goals, establishing budgets, selecting venues, managing logistics, and
creating detailed timelines. They collaborate with various stakeholders to ensure effective
event planning and execution.
budget
Event managers handle budget management tasks, such as expense tracking, cost
estimation, and financial decision-making. They allocate funds to different event
components, negotiate contracts with suppliers, and find cost-effective solutions that align
with the event's objectives and maintain quality standards.
Communication with suppliers
Effective communication with vendors and suppliers is a key responsibility of event
managers. They source and select vendors, negotiate contracts, manage relationships, and
monitor their performance to ensure timely delivery of services and materials within the
allocated budget.
Risk management
,Managing risks associated with the event is another crucial task for event managers. They
conduct thorough risk assessments, develop contingency plans, and ensure compliance with
legal and safety regulations to prioritize the safety and security of attendees while
safeguarding the event's success. During the event, event managers oversee on-site
execution, managing event staff, logistics, and troubleshooting any issues that may arise.
They ensure the event runs smoothly, monitor the flow of activities, and make decisions to
provide a positive experience for attendees.
evaluation
Post-event evaluation is conducted by event managers to assess the event's success and
gather feedback. They analyse data, review objectives, and identify areas for improvement,
using this information to enhance future event management processes and deliver more
successful events.
In summary, event managers are responsible for comprehensive event planning, budget
management, vendor coordination, marketing, risk management, on-site execution, and
post-event evaluation. Their expertise and attention to detail are essential in creating
memorable events that meet the company's objectives and engage stakeholders effectively.
An example of an business event
Apple hosts an annual product launch event known as the "Apple Special Event." During
these highly anticipated events, Apple's top executives unveil new products, such as
iPhones, iPads, Macs, and Apple Watches, showcasing their design, functionality, and
performance. The events aim to generate excitement, create buzz, and communicate
Apple's brand values and vision to stakeholders. They incorporate entertainment elements
and provide an opportunity to engage with the media, generate coverage, and promote the
products. The events also highlight software updates and ecosystem integration,
emphasizing Apple's commitment to a seamless user experience. Overall, the Apple Special
Events exemplify well-planned and executed business events that effectively showcase
Apple's innovations and reinforce their position as a leading technology company.
An example of a social event
Google hosts an annual holiday party that brings their employees together to celebrate the
holiday season. The party features live music, themed decorations, interactive experiences,
and delicious food and beverages. It is held at various locations worldwide, including their
headquarters in Mountain View. The event aims to foster a sense of camaraderie and
appreciation among employees, offering a festive and memorable experience for all
attendees.
, Tasks a event organizer and a business must undertake to run a successful event
Security procedure
Security procedures consist of detailed instructions that outline the steps to implement and
deploy security controls specified in an organization's security policy. They play a crucial role
in an organization's overall information security program. These procedures help event
managers and staff members assess situations and determine appropriate actions to resolve
them peacefully and promptly. By following these procedures, event managers can prioritize
the safety of everyone involved within the event. However, without proper security
measures in place, the effective and consistent implementation of security practices may be
compromised.
Risk assessment
Risk assessment is a crucial process implemented by management to identify and minimize
workplace or event venue hazards. It allows qualified employees to ensure the safety of
business stakeholders and prevent risks from becoming severe. By managing risks
proactively, event managers can maintain a smooth, efficient, and cost-effective operation
while avoiding the need for expensive firefighting measures.
To comply with health and safety regulations, event managers should follow three essential
steps: identifying potential hazards, assessing associated risks, and implementing controls to
mitigate or prevent those risks. Recording findings and regularly reviewing control measures
are also important for future reference and continuous improvement.
Failure to adhere to health and safety regulations can have severe consequences, including
increased accidents and injuries. Event managers who neglect their responsibilities may face
legal prosecution, reputational damage, and restrictions on organizing future events such as
exhibitions, conferences, and fairs.
By prioritizing risk assessment and taking proactive measures, event managers can ensure
the well-being of their stakeholders and maintain a positive reputation in the industry.
Materials and equipment procedure
Ensuring the provision of secure resources and equipment is essential for maintaining the
safety and well-being of employees and event participants. This includes properly
maintaining business-owned equipment, machinery, and electronic devices to minimize the
risk of accidents or injuries. A health and safety inspector may assess and report any
defective equipment that needs rectification before use by employees.
The primary objective is to create a comfortable and safe working environment,
implementing occupational health and safety procedures to prevent accidents and injuries.
This encompasses measures such as fire alarms, earthquake preparedness, wind protection,
and handling of hazardous materials. Adequate lighting, heating, ventilation, and access to
