Jack Wigham Unit 18 Assignment 1
The Role of an event manager
Elements of event planning to keep in mind
Venue – the venue is the crucial centre piece of your event it will either enhance or
restrict the event you are trying to organise therefore choosing your venue is going
to be the most important decision.
Location – The location relates directly to your venue because as much as the venue
itself may be brilliant it still has to be able to accommodate the parking
requirements for your event the exposure to the press especially if it is high profile
but it will also need to be accessible, all of these variable need to be considered
upon choosing your venue.
Catering – The catering is often the most memorable part of an evening for many
guests as food is always on people’s minds however there is so much to consider
when choosing your catering for example some people will want to drink alcoholic
beverages and some wont, allergies and intolerances will need to be considered so
you don’t make any of your guests ill otherwise you will definitely not be organising
another event, and finally vegetarians and people who cannot eat certain foods due
to religious beliefs/practices need to be taken into account also.
Planning and reserving facilities – planning a facility will be on the top of your list of
priority to organise because they may not be available for your event if you leave it
until the last minute especially when you need to book everything you could possibly
need e.g. enough toilets/ seats and space.
Setting up programme - when you produce a programme for your event it means
that all the participants will know what is going on and when therefore they can
organise where they need to be and when they need to be there, as well as
providing more information for the events activities.
Preparing and distributing supporting documents- supporting documents will be a
vital role to any event that an organiser is a part of as they can; enable entry into the
event if the event is more exclusive, directions and travel information is always
appreciated by participants if it can be provided for them. But documents also lead
to endorsements by businesses if the event is more public and advertisement deals
could be made.
Organising procedures – when organising an event, the procedures and regulations
that are set you must follow to the letter; you will be required to apply to hold an
event to begin with because if you don’t have permission event could not be allowed
to happen and all that time and money could be wasted (to be covered more below)
Current legal requirements – the law changes all the time and making sure that you
are up to date is important that way you know you have covered all of your bases
when following regulations and laws for your event, even as far as organising correct
traffic arrangements.
Contracts – contracts for your event can mean anything from contracts for workers
and the catering services that they sign for you to receive their services or the
contracts that you sign for the facility or rent of the venue anything like that would
need to be signed before your event can run.
The Role of an event manager
Elements of event planning to keep in mind
Venue – the venue is the crucial centre piece of your event it will either enhance or
restrict the event you are trying to organise therefore choosing your venue is going
to be the most important decision.
Location – The location relates directly to your venue because as much as the venue
itself may be brilliant it still has to be able to accommodate the parking
requirements for your event the exposure to the press especially if it is high profile
but it will also need to be accessible, all of these variable need to be considered
upon choosing your venue.
Catering – The catering is often the most memorable part of an evening for many
guests as food is always on people’s minds however there is so much to consider
when choosing your catering for example some people will want to drink alcoholic
beverages and some wont, allergies and intolerances will need to be considered so
you don’t make any of your guests ill otherwise you will definitely not be organising
another event, and finally vegetarians and people who cannot eat certain foods due
to religious beliefs/practices need to be taken into account also.
Planning and reserving facilities – planning a facility will be on the top of your list of
priority to organise because they may not be available for your event if you leave it
until the last minute especially when you need to book everything you could possibly
need e.g. enough toilets/ seats and space.
Setting up programme - when you produce a programme for your event it means
that all the participants will know what is going on and when therefore they can
organise where they need to be and when they need to be there, as well as
providing more information for the events activities.
Preparing and distributing supporting documents- supporting documents will be a
vital role to any event that an organiser is a part of as they can; enable entry into the
event if the event is more exclusive, directions and travel information is always
appreciated by participants if it can be provided for them. But documents also lead
to endorsements by businesses if the event is more public and advertisement deals
could be made.
Organising procedures – when organising an event, the procedures and regulations
that are set you must follow to the letter; you will be required to apply to hold an
event to begin with because if you don’t have permission event could not be allowed
to happen and all that time and money could be wasted (to be covered more below)
Current legal requirements – the law changes all the time and making sure that you
are up to date is important that way you know you have covered all of your bases
when following regulations and laws for your event, even as far as organising correct
traffic arrangements.
Contracts – contracts for your event can mean anything from contracts for workers
and the catering services that they sign for you to receive their services or the
contracts that you sign for the facility or rent of the venue anything like that would
need to be signed before your event can run.
