Unit 4 – Managing an Event
P1 - Explain the role and skills required to be an effective event organiser.
Introduction – In this assignment, I will be explaining the various aspects that make up an event and I
will also be explaining the skills needed to become an event organiser and how these skills come into
action when planning an event.
An event organiser looks at several elements of event organisation which are setting up the programme,
location, catering, preparing, and distributing documents, venue, resources, and compliance. The event
organiser will plan and manage these in the most effective way possible. There are also key skills needed
to be an event organiser such as time management skills as they need to use their time efficiently,
organisation, communication with others, being able to negotiate to help the event including the size
and capacity. They need to be able to have problem solving skills because they will be able to resolve
issues quickly and effectively.
Venue –
A venue is the place where something happens and takes place, especially an organised event such as a
concert, conference, or sports competition. A venue is argued to be the most crucial element of the
event as it is where it will all be taking place. The venue will set the scene for the event that is going to
take place and will influence whether people want to attend or not. Finding a venue will help identify
the costs that will be involved as larger venues may charge fees which will need to be paid for or
recovered through the event whereas small venues may be offered without cost. Examples of both large
and small venues include stadiums/arenas, hotels, conference centres and botanical gardens. An
essential element that the event organiser will need to consider is the amount of people attending the
event so they can find a venue that will fit the correct number of attendees. The type of event being
held should also be taken into consideration as well the type of people attending the venue. For
example, business and corporate events would be held in conference rooms which are private for
businesspeople. Larger events will require a larger venue therefore a stadium or an arena is much more
suitable if you are holding a concert or an award ceremony as there are seats available and large spaces
for attendees to fit in. Attendees may want to move round freely and engage in conversations with
other people depending on the event. This means that the event organiser will need to look at the
venue and set it up in a way that is spacious and comfortable. Another thing that should be considered
when picking a venue is if there is a parking lot available for attendees to park their vehicles, if there is
not an event organiser will need to look for a location for where vehicles can park close by to the venue.
The time of the year can also influence the venue chosen, for example if the event is hosted during
summer, it would be best to host the event outside whereas if the event were during winter, it would be
more suitable to host the event inside.
Location -
Location describes a particular place or position the event will be held. The location can be influenced
and based on by several factors such as the type of people attending, the theme of the event and the
target market. The location should be considered particularly important because it will influence the
, success of the event. The event organiser will need to pick the best location for the event, for example,
if the event is being hosted in the local area, they will focus on the geography of the area so that the
guests will take approximately the same time to arrive at the event. Holding an event in a location which
is far from public transport can be off putting and seen as a drawback as the number of attendees
showing up would be limited. The location of the event will also influence the atmosphere of the event,
this means the event organiser will need to choose a location that will reflect the ambience of the event,
for example if the event is being hosted in a hotel, the atmosphere will be luxurious and engaging for
the audience. Other factors of the location also need to be considered, for example, if the event is being
hosted in a quiet residential area, the event cannot be a loud event but should rather be a calm and
quiet event such as a conference meeting.
Catering –
An event’s catering may be crucial component. Where the event is held might also be influenced by the
sort of catering. For instance, it would be preferable for an event to be hosted at a hotel with facilities if
it would serve a three-course meal. It is preferable to hold an event in a less formal setting if basic
cuisines such as sandwiches will be served. On the other hand, some venues will supply catering while
others require that you order outside catering from a third part. An event planner should consider the
number of attendees when choosing a catering service. For example, if a catering business offers and
charges you for food for a minimum of 150 people, you would want to ensure that you have at least that
many guests to get your money's worth. With outside catering, you can choose how much food and
drink will be provided at the event and the company providing the food will not be constrained. You can
consider the attendees allergies while using outside catering, which is another benefit. One other
benefit is that the food may be prepared by more skilled chefs or cooks, making it of higher quality than
that provided by catering from the venue. However, there are drawbacks to using outside caterers, such
as when staff members are seen carrying food and drink during an occasion that is meant to be more
laid back and casual. But good waiters are good at fitting in with the crowd. Another drawback can be
the expenses of catering as catering services from outside can be costly. An event will need to be hosted
with different foods for diversity catering to everyone's needs. For example, if there are Muslims or
Jewish people attending, the event organiser will have to cater food that is halal and kosher suitable for
them. Another example is vegetarians and people who have certain allergies or restriction will require
something different. If these options are not available for them it will reflect badly on the event causing
people to write bad reviews about the event so therefore an event organiser will need to take into
consideration beforehand all the diverse types of catering that will be necessary, so it is suitable to
everyone and meets their needs.
Preparing & Distributing Documents -
Many event planners require documents to be distributed prior to, after, or during the event. This type
of documentation can be hard copy or soft copy. Hard copy documents are usually printed versions of
documents that are made of paper and contain data or information. Printouts are physical versions of
documents that are regularly available. A soft copy document is one that can be viewed on a computer
screen or sent as an attachment via email. It is the opposite of a hard copy document in that it is not
physical and is typically read on a device such as a smartphone or computer screen. The advantages of
soft copy documents include their ease of distribution via email and their unlimited distribution. If an
event organiser wants to send documents to event attendees, they can do so via email or smartphone
