Btec business level 3 national diploma - unit 4 - task 1 - roles and skills of an event planner .. this is from a distinction* distinction* student in 2023
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Explain the Role and Skills Required to be an Effective Event Planner
Events are occasions that require high levels of organisation and coordination to ensure that all
operations run swiftly and smoothly to spark positive reactions from their consumers. To achieve
these goals, an event planner would have to plan and assemble all the cogs that goes into making
the occasion turn.
Role of an Event Planner
There are a various number of roles that an event planner will have to undergo to meet the
requirements of their job.
To be able to organise means you are able to arrange for a series of resources to be brought
together within a specified timeframe. Planning an event successfully requires communicating with
people internally within an organisation, external suppliers or even the customers and clientele.
Understandably, in order to achieve the following roles, it will require a tailored skillset. Organisation
is a key part of this skillset and is crucial to the occupation of an event planner, without this, it is
likely that an event planner would be incapable at completing their tasks effectively and up to
significant standard as they will miss out on key details and deadlines. An example that highlights the
impact would be a wedding. This is an important event that requires in depth scheduling and in an
occasion of lack of organisation, a panicked environment may swell, leading to issues arising and
overall resulting in a potential negative reputation for the event planner, something evidently
undesired.
The venue and location are something that needs careful consideration when setting up an event.
Venue and location somewhat go hand in hand, as one will compliment the other, so ensuring they
are both dealt with equal importance is essential for an event planner. The venue considers the
actual place the event is taking place, making sure that it is appropriate for the type of event being
planned. For example, will it be shared or exclusive, using the example of a wedding, it is likely that it
will be exclusive for family and friends only. This may also need accommodation for family and
friends that have travelled long distances, however this all requires money.
Budgeting is another key factor that is related to all parts of the organisation, but especially the
venue and location. This is because they may be a maximum spending limit that cannot be exceed,
so ensuring that the requirements are met while staying within budget is a skill that will
understandably come under the roles and responsibilities of an event planner.
The venue of an event will provide the people attending the event the impressions of how the actual
bout will pan out. For example, for corporate company forging a team building exercise it has to suit
all the expectations of the teams as this is what will encourage them top get stuck in and actually
develop the purpose in which they start. Adding to this, it will have to be big enough to hold
everyone as well as be easy to access. The location may need a certain level of accessibility as people
who are foreign to the area will have to navigate their way around, so ensuring that it is easy to find
is key. Especially if it is an event seeking to attract new sorts of customers, for example for a medium
to large sized corporate company.
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, Catering must be up to standard according to the vent being held, this could majorly vary depending
on the event and is something definitely worth considering as food and drinks are not something
that is cheap. Especially with the increasing costs. On the contrary, the event may require different
categories of foods, if it for children then food that appeals greater to the younger generation, like
party food may be more suitable whereas if it was a party that adults would be showing face then
more sustainable foods may need to be purchased, this may include alcoholic beverages. The timing
of the event will also give an idea of what will be consumed but also the amount. Paying attention to
detail is important, this is because this is what will keep the people attending satisfied. An example
of something that they may have to think about is allergies, dietary preferences and religious
restrictions. If it is a festival, they would be starving and that would result in a lack of energy to
thoroughly enjoy the event as hoped.
The event planner must also plan and reserve facilities for example, at an outdoor festival they will
have to get outdoor toilets so that people can go to the toilet, this will require added facilities and
maintenance, as they are likely to get very dirty and stinky rapidly, which will make the consumers
unhappy with the event, this will lead top negative responses to the occurrence. Car parking is
another example of reserving facilities that will definitely need to be incorporated while planning an
event. Most people tend to own their own form of private transportation and therefore will require
a space to store it when at an event., disabled spots may also need to be reviewed. If personal
vehicles are not utilised then shuttle services may be more adequate. It provides the groups
attending the event a smoother, more convenient and efficient operations. The set route times,
pickup and drop off locations can help reduce the chances of needing to deal issues involving
delayed, late arrivals, parking issues, and stress. Changing rooms and cloakrooms may be necessary
if bags or personal belonging that may be obstructive or too expensive to carry with you that may
get damaged or lost, need to be stored. For example, when planning a stag do and a group goes
paintballing, they will not be wanting their watches or bags stained.
Preparing and Distributing documents is something that an event planner would have top take into
consideration. This can entail anything from invitations, promotional methods (posters, flyers or
joining invitations) and tickets.
Investigating legal requirements
Investigating legal requirements is key to ensuring the safety and others, but also the company or
person who is undergoing the event planning. In events like concerts in the O2 arena, would require
many restrictions, and additional services that will have to be implemented to ensure that there are
no laws broken and issues to arise that may cause a bad name on the event planning company or
person that is offering the service. For example, some sort of medical team in case something
happens, this is to ensure the safety of the people, especially while dancing and compact against
each other leading to people passing out, Travis Scott when people trampled each other. An alcohol
license as at some events alcohol could be allowed so the event planner would need to get a license
to allow them to sell alcohol at the event. Consumer protection will also be important as if
something happens and the event will no longer happens or gets postponed for any sort of reason,
the customers attending the event will need some sort of compensation whether it be a partial or
full refund.
A contract is a legally binding document between two parties which is put in place to outline all
obligations of both parties. These are essential to help everyone understand where they stand in a
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