Unit 4: Managing an event
Assignment 1 - T.P
Explore the role of an event organiser
Introduction
This report explores the role of an event organiser, the legal requirements they may
face and the skills required to be an event organiser. The report also includes a
personal skills audit comparing my own skills to those of an event organiser.
(P1)Main factors an event organiser has to
consider:
Organising the venue
The first stage in organising an event is to identify an appropriate venue. Many
factors will need to be considered such as size, style and required facilities. It is
critical to select a suitable venue that corresponds to the sort of event that the
organiser is attempting to arrange, since this sets the tone for the type of event that
will take place. The organiser must also consider that the venue must be booked at
least a few months in advance depending on the scale of the event, allowing them
sufficient time to prepare other elements of the event.
Location
The location of the event is also an important factor as most people won’t want to
travel too far to attend. A good event organiser would have performed extensive
research on the target audience of the event and factored this into the selection
process. When selecting a location it is also important for the organiser to consider
the facilities in the area and whether they will be sufficient, an example would be
checking to see if there is adequate parking space if it is an event people will be
driving to.
Catering
When planning catering arrangements there are a few key factors an event organiser
must consider, the first of which being if the venue offers its own in house catering
services. If the venue does not offer any catering then outside arrangements will
have to be made, if this is the case it is also likely that the venue will be lacking the
required licences to serve alcohol on premises so a temporary licence may need to
be arranged. It is very important that the organiser pays close attention to the
minorities who have special dietary requirements, this includes vegan options,
people with allergies or religious practices such as muslims not eating pork. It is
1
, Unit 4: Managing an event
Assignment 1 - T.P
especially important to inform the catering team of any allergies that attending guests
may have so they can ensure the food is safe for everyone.
Planning and reserving facilities
Event organisers will also need to consider what extra facilities may be required at
the venue for the guests, this can range from cash machines to signage to direct
people around the venue. It will be the role of the event organiser to decide what
extra facilities must be put in place for the type of event they are holding. For
example if the event is going to be held outside it may be a smart idea to provide
some sheltered areas for guests, this will overall provide a better experience for the
attendees of the event as they will have everything they need at the event.
Preparing and distributing support documents
There are a range of different documents which need to be prepared and maintained
for the event. It is important that these are kept up to date and relevant, this is to
ensure that everyone knows what is happening and to avoid any unnecessary
confusion among staff or attendees. Some key documents that need to be produced
are:
➔ Event overview
◆ Gives an overview of the event telling people everything they'll need to
know if they plan on attending.
➔ Schedule
◆ Lets everyone know what is happening and when.
➔ Event papers
◆ Insider information about the event such as the organisations involved
in the event.
➔ Marketing plan
◆ How you are going to advertise the event. E.g Flyers, posters, social
media posts, radio adverts ect
➔ Risk assessments
◆ Risk assessments will need to be conducted for the venue and event to
ensure it is safe.
➔ Travel & accommodation arrangements
◆ Indicating transport routes, places for attendees to stay and promoting
the area the event is held in.
➔ Contracts
◆ Formal contracts for bookings and arrangements.
Organisational procedures
Organisations normally have a set of procedures for events that they follow, and
these processes vary based on the size of the organisation, the sort of event and
2
Assignment 1 - T.P
Explore the role of an event organiser
Introduction
This report explores the role of an event organiser, the legal requirements they may
face and the skills required to be an event organiser. The report also includes a
personal skills audit comparing my own skills to those of an event organiser.
(P1)Main factors an event organiser has to
consider:
Organising the venue
The first stage in organising an event is to identify an appropriate venue. Many
factors will need to be considered such as size, style and required facilities. It is
critical to select a suitable venue that corresponds to the sort of event that the
organiser is attempting to arrange, since this sets the tone for the type of event that
will take place. The organiser must also consider that the venue must be booked at
least a few months in advance depending on the scale of the event, allowing them
sufficient time to prepare other elements of the event.
Location
The location of the event is also an important factor as most people won’t want to
travel too far to attend. A good event organiser would have performed extensive
research on the target audience of the event and factored this into the selection
process. When selecting a location it is also important for the organiser to consider
the facilities in the area and whether they will be sufficient, an example would be
checking to see if there is adequate parking space if it is an event people will be
driving to.
Catering
When planning catering arrangements there are a few key factors an event organiser
must consider, the first of which being if the venue offers its own in house catering
services. If the venue does not offer any catering then outside arrangements will
have to be made, if this is the case it is also likely that the venue will be lacking the
required licences to serve alcohol on premises so a temporary licence may need to
be arranged. It is very important that the organiser pays close attention to the
minorities who have special dietary requirements, this includes vegan options,
people with allergies or religious practices such as muslims not eating pork. It is
1
, Unit 4: Managing an event
Assignment 1 - T.P
especially important to inform the catering team of any allergies that attending guests
may have so they can ensure the food is safe for everyone.
Planning and reserving facilities
Event organisers will also need to consider what extra facilities may be required at
the venue for the guests, this can range from cash machines to signage to direct
people around the venue. It will be the role of the event organiser to decide what
extra facilities must be put in place for the type of event they are holding. For
example if the event is going to be held outside it may be a smart idea to provide
some sheltered areas for guests, this will overall provide a better experience for the
attendees of the event as they will have everything they need at the event.
Preparing and distributing support documents
There are a range of different documents which need to be prepared and maintained
for the event. It is important that these are kept up to date and relevant, this is to
ensure that everyone knows what is happening and to avoid any unnecessary
confusion among staff or attendees. Some key documents that need to be produced
are:
➔ Event overview
◆ Gives an overview of the event telling people everything they'll need to
know if they plan on attending.
➔ Schedule
◆ Lets everyone know what is happening and when.
➔ Event papers
◆ Insider information about the event such as the organisations involved
in the event.
➔ Marketing plan
◆ How you are going to advertise the event. E.g Flyers, posters, social
media posts, radio adverts ect
➔ Risk assessments
◆ Risk assessments will need to be conducted for the venue and event to
ensure it is safe.
➔ Travel & accommodation arrangements
◆ Indicating transport routes, places for attendees to stay and promoting
the area the event is held in.
➔ Contracts
◆ Formal contracts for bookings and arrangements.
Organisational procedures
Organisations normally have a set of procedures for events that they follow, and
these processes vary based on the size of the organisation, the sort of event and
2
