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  2.  
  3. PEARSON (PEARSON)
  4.  
  5. Business 2016 NQF
  6.  
  7. Unit 4 - Managing an Event

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P5.Factors that need to be considered when producing a detailed plan for an event.

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P5.Factors that need to be considered when producing a detailed plan for an event. Btec business level 3. Unit 4. Managing an event

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  • May 6, 2020
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  • 2019/2020
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David Paez



Factors that need to be considered when producing a detailed plan for
an event.


The factors that need to be considered for the open evening are:

● Budget
● Aims and objectives
● Resources
● Venue
● Catering
● Legal documentation
● Team Working
● Insurance
● Communication
● Contingency planning



Budget

Budgeting is an important factor to consider for the open evening as we need to
know how much money we are able to spend so we can plan the event according to
the budget previously set. For example, we need to consider how many people we
are expecting to attend; if we expect a big number of people to attend then we need
to consider the venue or how many coffees we need approximately, which directly
affects the budget.
Budgeting is also important for the event as it helps us not to spend too much and
therefore don’t end up wasting money.
One way we can set our budget is by calculating the cost of the event, including
venue, posters, leaflets, catering services etc. And then see how much money will be
needed to cover all the costs of the event. However, in case we can’t do it that way
and we have set a budget already we then need to adjust the costs to the budget.

Aims and Objectives

Setting aims and objectives is key for us when planning the event for a number of
reasons, For example, setting aims and objectives will give us focus. By setting
goals we will give ourselves a target to shoot for, which means we are less likely to
get distracted. Setting aims and objectives will also allow us to keep on track with the
event and measure the progress once the event has finished.
The last reason why I think setting aims and objectives is important for the event is
that it can motivate us and by being motivated we will be focused and excited on the
event we are planning, which will affect the success of the event in a positive way.

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