Staging an Event & Reflecting
Pearson BTEC Level 3 National Extended Diploma in Business
Unit 4 - Managing an Event
Chloe Roberts
,INTRODUCTION / STAGING OF EVENT
Introduction
For this assignment I will stage an event, whilst demonstrating effective and safe event-management skills. I
will then review the success of the event based on whether it achieved the aims and objectives and
received good feedback from stakeholders. Afterwards, I will analyse the planning and running of the event
and how risks and contingencies were managed, whilst making recommendations for future improvements.
I will finalise this assignment by justifying how my own contribution has contributed to the outcome of the
event by the demonstration of management skills throughout the arranging and staging of the event.
Staging of Event
In this part of the assignment I will complete an individual diary that shows how my plan for the event was
put into practice, with details of my active participation and how I demonstrated effective and safe event
management skills.
Between the 12th and 16th of February my classmates and I held numerous informal meetings so that we
could brainstorm event ideas and assess the feasibility of them. Once we had chosen the movie day as our
social enterprise event, my teammate and I spoke to the sixth form administrator and booked the college
Lecture Theatre as our venue for the 29th March. Afterwards, my teammates and I exchanged phone
numbers so that we could communicate with each other over the following week as it was half term.
On the 24th February, I messaged my teammates to let them know that I had got into contact with a family
friend who had access to a pick n’ mix stand. They replied and said that they loved idea but I then found out
that the pick n’ mix stand had been sold due to storage issues.
When we returned to college on the 26th February I gathered my three teammates for a meeting, where
we did the following:
We established our event aims and objectives.
I told them that the pick n’ mix stand was no longer an option because it was unavailable.
I showed them a gantt chart that I made and explained each of our tasks and the expected duration.
We discussed our concerns about the profits, popcorn makers, licensing laws, and electronic payments.
We established our roles in order to plan this event efficiently and I explained the importance of health
and safety.
On the 27th February, my teammates and I sent out a google form to our potential attendees to find out
more information about what they would expect from our event.
On the 29th February, two of my classmates didn’t come into college so the remaining teammate and I
went to find answers to the concerns that we had discussed on the return to college. We discovered that we
weren’t allowed to bring in our own popcorn marker because it hadn’t been PAT tested, which is completely
understandable otherwise we would have been putting our attendees’ and our own health and safety at risk.
, STAGING OF EVENT
safety at risk. We also found out that we wouldn’t be able to keep the profits for ourselves and instead we
had to give it to charity or put it towards something that would benefit the college. Since we weren’t going
to be at college for much longer, we came to a mutual agreement that we would give the profit to a charity
called Make-A-Wish, which helps to grant life-changing wishes to children with critical illnesses.
Additionally, we found out that we were allowed to set up electronic payments and that licensing would be
sorted by our head of year once we email her the titles of the films that we were going to show and the year
that they were released. Furthermore, we realised that our event was going to be on a bank holiday and so
we changed the date of our event to the 22nd March instead.
After messaging the absent teammates to share the information, we researched the costs of popcorn and
decided whether we should make it ourselves or purchase it in bulk.
On the 4th March, one of my teammates was absent again because ‘they missed the bus’ but the remaining
teammates and I spent the day selecting the food/drinks and the most suitable films that we could show on
the day of our event. We then sent out another survey to confirm the film choices due to the diverse range
of answers that we had previously received.
The next day (5th March), all of my teammates were in college so we chose the final three films that were
going to be shown and then I emailed the head of sixth form to sort out the licensing of them. Afterwards,
we set up electronic payments with an app called ‘Square’.
On 6th March, two team members started to create a poster so that we could advertise our event. Whilst
they were doing that, I went to ask the sixth form administrator for her permission to put them up and she
happily told me that there were no limits on where to put posters. I returned to the classroom to find a focus
group giving their feedback on their poster and then I was asked for my input.
Once they had received feedback, I edited the poster and sent them on the mission to put the posters up
around the venue. Before they went, I explained that although there were no limits on where the posters
could go, I only want them in sensible places and I didn’t want too many to be put up in case people started
to get annoyed by them. Whilst they stuck up the posters, my teammate and I carried on researching the
cost of our chosen drinks and snacks.
I had just got home from college, when I got a text message from one of my teammates to tell me that some
of the posters had been taken down with no reason as to why.
On the morning of 7th March, I went into college and was shocked by the shear number of posters that I
saw. My teammate and I apologised to the sixth form office and asked why our posters had been taken
down. They told us that they were no major issues and that they were only removed because some of them
had kept falling down.
Once we had spoken to those in the sixth form office, we walked around the venue and took down over 20
unnecessary posters. Whilst doing that, we ensured that the remaining 30 posters were stuck up properly
so that nobody could accidentally slip or fall on them. After we completed that inconvenient task, we had a
discussion about why they didn’t follow my instructions and I warned them to not do it again in future.
Next, we talked about the resources that we needed and I shared the information that we had found over
the
, STAGING OF EVENT
the previous few days. One of my teammates mentioned that she had some plastic cups and plates but we
realised that she might not have enough of them, they would cause mess and we would have to wash them
up afterwards. Therefore, we didn’t go ahead with that idea.
On the weekend beginning the 9th March, I created a spreadsheet to compare the price and quality of the
necessary resources from different shops and when I went back to college on the 11th March I shared it
with my classmates, who were very grateful as they had something to refer to.
On 12th March we started college later than normal so I messaged my teammates to ask them whether or
not I should start purchasing the necessary resources. However, I never got a reply and then my schedule
changed so I was unable to anyway. When I walked into college, there was only one of my teammates and
myself so I made sure that they understood the spreadsheet that I had made and tried to find some recipes
for the popcorn that we were going to make. I also suggested that someone made some popcorn during the
week so that we could ensure that it was going to taste nice on the big day.
Unfortunately, I wasn’t feeling 100% the next day (13th March) so I didn’t go into college but rather than
doing nothing I decided that I was going to try and make some popcorn. There wasn’t much for the other
three teammates to do unless they went shopping so I gave them the tasks of printing out posters to make
our venue look more cinematic, asking about access to cleaning supplies and asking whether or not we
were allowed paper cups.
Since I was making popcorn, I had to go to the shop to get some popcorn kernels but it’s just as well I did
because I discovered that they were 50p more expensive than they said they were on their website. Whilst I
was there, I looked for the paper cups that we wanted and I could have got them but decided not to
because we hadn’t got confirmation on whether we were allowed them or not.
I messaged the group to let them know about everything and they replied saying that they were unable to
complete two of the delegated tasks because the head of sixth form was away on a school trip. That was
understandable so I continued to make three flavours of popcorn and bag them up so that my teammates
could try and approve of it. I also tried to make some popcorn boxes so that our costs were lower. I have
included some pictures below:
