Rebecca Linfoot Unit Four: Managing an event 14.01.20
Could I be an event organiser?
I have decided to explore the role of an event organiser and find my suitability of the role. I
will be looking at an interview held by someone who has experience of organising events
and will record the outcome in the form of a transcript. In regards to finding my own
suitability, I will undertake two skills audits including one for an event’s organiser and
secondly, for myself.
What is an event?
An event can be described as a ‘public assembly for the purpose of celebration, education,
marketing or reunion, and can be classified on the basis of their size, type and context.’
There are many different events that occur on a daily basis all over the world, and some that
happen every few years, such as the Olympics and the World Cup - sporting events. In
addition to this, there are political events, educational, social, entertainment, religious and
corporate events that all require event management.
Event management includes ‘identifying the target audience, formulating the event concept,
planning the overall logistics, and conducting project management of the event as a whole.’
It is important that this planning takes place, as it ensure that no factors are missed out and
everything has been properly prepared to avoid negative circumstances such as health and
safety issues or disappointment. Furthermore, when undertaking an event plan, factors such
car parking facilities, having a first aid kit or disabled access should be taken into
consideration.
The tasks and procedures to be completed in organising and setting up an event: Preparing
and distributing documents
A supporting document is ‘written information attached to agreements, financial
statements, offers, proposals, etc., to provide backup and depth to agreed-upon or
discussed items.’ These can be in the form of either a soft or hard copy of the
documentation for example, a USB stick, and can include information and confirmation
about a registered venue as well as a documentation containing all of the expenses of the
event. It is important to have these evaluation forms in order to monitor what’s happening
and to also stay on track and organised.
Setting up the programme
A programme includes an itinerary of activities that will happen throughout the day. When
undertaking the plan for this, it is important for an event manager to communicate with
their customers, make sure to order the activities correctly, and also work out the correct
time duration of each activity, so there are no run over times or clashes with ant others
going on.
Location
Choosing the location to hold an event has to have a lot of planning. There are many factors
such as accessibility and hospitality that need to be taken into consideration. An event that
is far away from a clients home, may require transport. In addition to this, accommodation
1
, Rebecca Linfoot Unit Four: Managing an event 14.01.20
may also be necessary if the location of the venue is far away. Depending on the time of
year, the location will have to be chosen for the best place of suitability especially if there is
bad weather such as heavy snow.
Catering
Catering is ‘the activity of providing food and drink for a large number of people, for
example at weddings and parties.’ It could be in the form of a sit down three course meal, a
buffet or even having a burger van. It is important for an event organiser to communicate
efficiently with a client about catering due to possible food intolerances. Consumers with
food allergens such as lactose free and gluten free, would need an alternate meal to other
consumers attending the event, and it is vital that there is the correct amount of people
with food intolerances noted as there is the possibility that there may not be enough food.
Planning and reserving facilities
A facility is a ‘permanent, semi-permanent, or temporary commercial or industrial property
such as a building, plant, or structure, built, established, or installed for the performance of
one or more specific activities or functions.’ An example of a facility includes, a car park,
toilet block or building which are important features to an event because without them, the
event wouldn’t be ran as smoothly. Furthermore, reserving a facility is important because
there are certain types of supplies that are only accessible at specific times throughout the
year, for example an entertainer who only works during the summer months.
Venue
A venue is ‘the place where something happens, especially an organized event such as a
concert, conference, or sports competition.’ Choosing the correct venue for a client when
event planning is the key as it means that you are able to decide on what type of activities
can be held and further plan the more ‘intricate’ details. When arranging to book a venue,
an event planner must check how many guests will be attending, the amount of guests that
may possibly need transport and also, the overall size of the venue as it must comfortably
be able to host the correct amount of guests as well as any other entertainers in regards to
the activities chosen.
An investigation of current legal requirements
A legal requirement involves ‘the principles and regulations established in a community by
some authority and applicable to its people, whether in the form of legislation or of custom
and policies recognized and enforced by judicial decision.’ Legal requirements involve
factors such as consumer protection and also health and safety risk assessments that are
specific to each venue. In addition to this, event planners need to make sure that contracts
are correctly set up and agreed with any source of entertainment as well as with suppliers
such as a catering team.
The skills required to be an effective events planner - Communication skills
A communication skill is the ‘ability to convey information to another effectively and
efficiently. Business managers with good verbal, non-verbal and written communication
2
Could I be an event organiser?
I have decided to explore the role of an event organiser and find my suitability of the role. I
will be looking at an interview held by someone who has experience of organising events
and will record the outcome in the form of a transcript. In regards to finding my own
suitability, I will undertake two skills audits including one for an event’s organiser and
secondly, for myself.
What is an event?
An event can be described as a ‘public assembly for the purpose of celebration, education,
marketing or reunion, and can be classified on the basis of their size, type and context.’
There are many different events that occur on a daily basis all over the world, and some that
happen every few years, such as the Olympics and the World Cup - sporting events. In
addition to this, there are political events, educational, social, entertainment, religious and
corporate events that all require event management.
Event management includes ‘identifying the target audience, formulating the event concept,
planning the overall logistics, and conducting project management of the event as a whole.’
It is important that this planning takes place, as it ensure that no factors are missed out and
everything has been properly prepared to avoid negative circumstances such as health and
safety issues or disappointment. Furthermore, when undertaking an event plan, factors such
car parking facilities, having a first aid kit or disabled access should be taken into
consideration.
The tasks and procedures to be completed in organising and setting up an event: Preparing
and distributing documents
A supporting document is ‘written information attached to agreements, financial
statements, offers, proposals, etc., to provide backup and depth to agreed-upon or
discussed items.’ These can be in the form of either a soft or hard copy of the
documentation for example, a USB stick, and can include information and confirmation
about a registered venue as well as a documentation containing all of the expenses of the
event. It is important to have these evaluation forms in order to monitor what’s happening
and to also stay on track and organised.
Setting up the programme
A programme includes an itinerary of activities that will happen throughout the day. When
undertaking the plan for this, it is important for an event manager to communicate with
their customers, make sure to order the activities correctly, and also work out the correct
time duration of each activity, so there are no run over times or clashes with ant others
going on.
Location
Choosing the location to hold an event has to have a lot of planning. There are many factors
such as accessibility and hospitality that need to be taken into consideration. An event that
is far away from a clients home, may require transport. In addition to this, accommodation
1
, Rebecca Linfoot Unit Four: Managing an event 14.01.20
may also be necessary if the location of the venue is far away. Depending on the time of
year, the location will have to be chosen for the best place of suitability especially if there is
bad weather such as heavy snow.
Catering
Catering is ‘the activity of providing food and drink for a large number of people, for
example at weddings and parties.’ It could be in the form of a sit down three course meal, a
buffet or even having a burger van. It is important for an event organiser to communicate
efficiently with a client about catering due to possible food intolerances. Consumers with
food allergens such as lactose free and gluten free, would need an alternate meal to other
consumers attending the event, and it is vital that there is the correct amount of people
with food intolerances noted as there is the possibility that there may not be enough food.
Planning and reserving facilities
A facility is a ‘permanent, semi-permanent, or temporary commercial or industrial property
such as a building, plant, or structure, built, established, or installed for the performance of
one or more specific activities or functions.’ An example of a facility includes, a car park,
toilet block or building which are important features to an event because without them, the
event wouldn’t be ran as smoothly. Furthermore, reserving a facility is important because
there are certain types of supplies that are only accessible at specific times throughout the
year, for example an entertainer who only works during the summer months.
Venue
A venue is ‘the place where something happens, especially an organized event such as a
concert, conference, or sports competition.’ Choosing the correct venue for a client when
event planning is the key as it means that you are able to decide on what type of activities
can be held and further plan the more ‘intricate’ details. When arranging to book a venue,
an event planner must check how many guests will be attending, the amount of guests that
may possibly need transport and also, the overall size of the venue as it must comfortably
be able to host the correct amount of guests as well as any other entertainers in regards to
the activities chosen.
An investigation of current legal requirements
A legal requirement involves ‘the principles and regulations established in a community by
some authority and applicable to its people, whether in the form of legislation or of custom
and policies recognized and enforced by judicial decision.’ Legal requirements involve
factors such as consumer protection and also health and safety risk assessments that are
specific to each venue. In addition to this, event planners need to make sure that contracts
are correctly set up and agreed with any source of entertainment as well as with suppliers
such as a catering team.
The skills required to be an effective events planner - Communication skills
A communication skill is the ‘ability to convey information to another effectively and
efficiently. Business managers with good verbal, non-verbal and written communication
2
