[NAME]
Unit 4: MANAGING AN EVENT
AIM A: EXPLORE THE ROLE OF AN EVENTS ORGANISER
INTRODUCTION
What is an event organiser?
The person who schedules an event and usually the person that runs it. If there are any problems, then they
resolve it. They are responsible for the event from start to finish.
A.P1: EXPLAIN THE ROLE AND SKILLS REQUIRED TO BE AN EFFECTIVE EVENTS
PLANNER
Skills required to be an effective events planner:
- Time Management – This is the ability to use one’s time effectively or productively, especially at work.
- Communication – This is the imparting or exchanging of information by speaking, writing or using some
other medium
- Problem Solving – This is the process of finding solutions to difficult or complex issues
- Negotiation – This is the discussion aimed at reaching an agreement
- Creativity / Innovation – Creativity is the use of imagination to create something and innovation is the step
that comes after creativity, it is the act of bringing the creative ideas into reality
- Tech Savvy – This is where a person knows a lot about modern technology and/or can create documents and
presentations when necessary.
- Leadership – Leadership is the action of leading a group of people or an organisation.
Main roles of an effective events planner and key skills included:
- Finding a venue – The planner must find a venue that suits the client’s wants and needs. E.g. safety of the
local area, expected capacity, the client’s price range
- Planning travel – [links with finding a venue] The organiser must plan how people will get to the venue. E.g.
local bus stops, train stations, car parks, charged parking (depending on the day)
- Managing budget – The organiser must ensure that all costs for the event match the budget given. If the
event is expected to make profit, then the organiser must match the predicted profit to the client’s want.
- Organising Essentials – Things such as toilets need to be cleaned and its location must be made aware to the
guests. Wi-Fi and internet must be able for guests and for any music or presentations that will be played
during the event. Food/Drink [links to venue + legal authorisation] If the venue has a bar or a kitchen you
need to get permission from the owner to have food and drink at the venue, the organiser also needs to
make sure there is enough food for all expected guests and that there is a variety of food e.g. vegan,
vegetarian, non-dietary etc
- Marketing – The organiser must promote the event to the target audience at the optimal time e.g. two
weeks before the event so that people can plan their schedule in advance. Example, ticket prices and where
they can be purchased should be explained to the expected guests. Programmes must have all details for
the event and enough must be printed for all expected guests
, - Legal contracts / Authorisation – Depending on the event the organiser might need to hire security to
safeguard the event, example the organiser needs to sign contracts for the venue for the date and time of
the event. Also, insurance contracts for the venue as well encase anything is damaged or broken during the
event. Food and alcohol permits may also be needed for health and safety so that food and beverages can
be served during the event
A.P2: INVESTIGATE OWN SKILLS IN THE FORM OF A SKILLS AUDIT
What is a skills audit?
A skills audit is a process that can be used to identify the skill gaps in an organisation. The outcome is a training
needs analysis the identifies where training is needed. A skills audit is mostly used to:
- Help determine how well resources the organisation is to achieve its strategic plan
- Identify specific knowledge gaps in the areas the organisation cannot afford without
- Identify strengths and weaknesses of individual staff or teams
- Enable training and development expenditure to be better directed
- Helps staff members to recognise the skills they need to develop
- Better define future recruiting needs to help run an organisation appoint the right people
- Identify the employees who have a desire to move within the organisation
One way that you can present a skills audit is through a table as shown here:
Skill Definition of 1– 2– 3– 4– 5– Examples Evidence
skill no some moderate good great
skill skill skill skill skill
Time The ability to X Being on time Both my
management use one’s time for lesson punctuality
effectively or Planning and and
productively, splitting my attendance is
especially at time for rest over 98%
work and for work
I am on target
for my
coursework
deadlines
Communication The successful X Asking my My answers in
conveying or classmates or my classwork
sharing of teachers when I are mostly
ideas or am unsure correct
feelings about
something
Problem The process of X Solving any I was able to
Solving finding problems that I use my
solutions to have with feedback and
difficult or classwork or improve my
complex issues coursework work to a
higher level
Negotiation Discussion X Coming to All classmates
aimed at agreements were satisfied
reaching an with my fellow with final
Unit 4: MANAGING AN EVENT
AIM A: EXPLORE THE ROLE OF AN EVENTS ORGANISER
INTRODUCTION
What is an event organiser?
The person who schedules an event and usually the person that runs it. If there are any problems, then they
resolve it. They are responsible for the event from start to finish.
A.P1: EXPLAIN THE ROLE AND SKILLS REQUIRED TO BE AN EFFECTIVE EVENTS
PLANNER
Skills required to be an effective events planner:
- Time Management – This is the ability to use one’s time effectively or productively, especially at work.
- Communication – This is the imparting or exchanging of information by speaking, writing or using some
other medium
- Problem Solving – This is the process of finding solutions to difficult or complex issues
- Negotiation – This is the discussion aimed at reaching an agreement
- Creativity / Innovation – Creativity is the use of imagination to create something and innovation is the step
that comes after creativity, it is the act of bringing the creative ideas into reality
- Tech Savvy – This is where a person knows a lot about modern technology and/or can create documents and
presentations when necessary.
- Leadership – Leadership is the action of leading a group of people or an organisation.
Main roles of an effective events planner and key skills included:
- Finding a venue – The planner must find a venue that suits the client’s wants and needs. E.g. safety of the
local area, expected capacity, the client’s price range
- Planning travel – [links with finding a venue] The organiser must plan how people will get to the venue. E.g.
local bus stops, train stations, car parks, charged parking (depending on the day)
- Managing budget – The organiser must ensure that all costs for the event match the budget given. If the
event is expected to make profit, then the organiser must match the predicted profit to the client’s want.
- Organising Essentials – Things such as toilets need to be cleaned and its location must be made aware to the
guests. Wi-Fi and internet must be able for guests and for any music or presentations that will be played
during the event. Food/Drink [links to venue + legal authorisation] If the venue has a bar or a kitchen you
need to get permission from the owner to have food and drink at the venue, the organiser also needs to
make sure there is enough food for all expected guests and that there is a variety of food e.g. vegan,
vegetarian, non-dietary etc
- Marketing – The organiser must promote the event to the target audience at the optimal time e.g. two
weeks before the event so that people can plan their schedule in advance. Example, ticket prices and where
they can be purchased should be explained to the expected guests. Programmes must have all details for
the event and enough must be printed for all expected guests
, - Legal contracts / Authorisation – Depending on the event the organiser might need to hire security to
safeguard the event, example the organiser needs to sign contracts for the venue for the date and time of
the event. Also, insurance contracts for the venue as well encase anything is damaged or broken during the
event. Food and alcohol permits may also be needed for health and safety so that food and beverages can
be served during the event
A.P2: INVESTIGATE OWN SKILLS IN THE FORM OF A SKILLS AUDIT
What is a skills audit?
A skills audit is a process that can be used to identify the skill gaps in an organisation. The outcome is a training
needs analysis the identifies where training is needed. A skills audit is mostly used to:
- Help determine how well resources the organisation is to achieve its strategic plan
- Identify specific knowledge gaps in the areas the organisation cannot afford without
- Identify strengths and weaknesses of individual staff or teams
- Enable training and development expenditure to be better directed
- Helps staff members to recognise the skills they need to develop
- Better define future recruiting needs to help run an organisation appoint the right people
- Identify the employees who have a desire to move within the organisation
One way that you can present a skills audit is through a table as shown here:
Skill Definition of 1– 2– 3– 4– 5– Examples Evidence
skill no some moderate good great
skill skill skill skill skill
Time The ability to X Being on time Both my
management use one’s time for lesson punctuality
effectively or Planning and and
productively, splitting my attendance is
especially at time for rest over 98%
work and for work
I am on target
for my
coursework
deadlines
Communication The successful X Asking my My answers in
conveying or classmates or my classwork
sharing of teachers when I are mostly
ideas or am unsure correct
feelings about
something
Problem The process of X Solving any I was able to
Solving finding problems that I use my
solutions to have with feedback and
difficult or classwork or improve my
complex issues coursework work to a
higher level
Negotiation Discussion X Coming to All classmates
aimed at agreements were satisfied
reaching an with my fellow with final
