Unit 4 assignment 1
P1- Explain the role and skills required to be an effective event
organiser.
In this task, I will explain the role and skills to be an effective event organiser.
Skills that are required for an event organiser to become successful.
The word ‘event’ has different meanings towards it; however, the definition of
an event is something that takes place. An example of an event is a contest in a
sports competition, such as a swimming tournament. On the other hand, an
event organiser/planner is someone who coordinates all aspects of professional
meetings and events and helps to ensure the successful running of an event and
may be involved to planning one. The role of an event organiser is someone who
coordinates all aspects of professional events with having may different types of
role which consist of:
Venue
Location
Catering
Planning and reserving facilities
Setting up programme
Preparing and distributing products
Contracts
Legal requirements
Organisational procedures
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https://www.yourdictionary.com/event
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https://www.careerexplorer.com/careers/event-planner/
Different tasks needed to be completed by an event organiser.
Venue
For an event to take place, the first step is to find a suitable venue for the
event to take place in which is an event organisers first job to do. With taking
facts in consideration of what type of building, space, and facilities needed for
an event to occur, it is very important to choose a suitable venue which relates
to the type of event the organiser is trying to set up, as this sets the scene for
the type of event that will take place, and this has an influence on whether
people will attend or not. For example, if an event planner is trying to set up a
wedding, the venue needs to be a suitable location which fits the number of
people being invited to the event because if there are too many people then
the venue would become to compact which results in people not feeling
comfortable or fighting can occur due to people feeling irritated. The type of
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,venue the event planner would be looking for would differentiate as some
venues would state the amount to hire and the other would require an initial
deposit or by asking renters to sign a contract which would make them liable
for any damages or for anything that happens in the event.
The organiser must take into consideration that the venue would need to book
at least 3-6 months in advance which would enable them to have enough time
to plan other aspects of the event such as catering, brochures, and websites. A
main factor that an event organiser must adhere is ethical considerations
which they must be aware of as people follow different beliefs and religions.
For example, if many people who are invited are Muslims and an organiser is
holding this event in a club and there is alcohol being served then this would
be unethical as Muslims are forbidden from drinking alcohol.
Location
The location of a venue is important as people who have been invited to an
organised event would want to travel within a reasonable distance from their
homes as this determines the amount of people who will attend the event, as
people would want to travel to a location that is close to where they live not
an area that is unknown and not safe. A good event organiser is responsible for
analysing the target market and choosing the suitable location of where they
want their event held. For example, if the event is formal then the event
organiser must choose a location that is within a distance of where people are
able to travel to and location that consists of a car park, as the formal event
might be for people who are most likely wealthy and drive expensive cars. The
location is also an important factor because the event might be related to
tourist attraction. If an event is held in a tourist attraction, then certain
activities would be held in the location.
Catering
Catering is also an aspect which is required to be in a venue as some can
provide inhouse catering or outside catering services to bring to a venue,
catering is important when organising an event as their main responsibility is
to cater for people who have attended the specific event by, providing
different types of food, drink, and beverages, as wells as overseeing the staff,
servers and chefs who provide these services to guests. One important factor
that caterers must consider is that the minority of attendees may have ethical
considerations which results not being able to eat the food that may have been
provided as it may contain pork or ingredients that they must not eat. This
shows that caterers must have an alternative option on the food that is being
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, provided during a venue as it shows that they respect the people who are
unable to eat these certain food items.
Some venues provide free catering which has been approved by the Food
Standards Agency and the Local environment health which allows them to
serve their food to people so that they do not fall ill. Allergies is a very
important requirement that caterers/venues must be aware of, as people have
different types of allergies, and the caterers must be notified if any guest has
allergies in the certain types of food they make, they must ensure it does not it
affect them in any negative way.
Planning/reserving facilities
When planning an event, a clear plan needs to be made before the event
occurs. This is to ensure that everything is done right in stages to ensure
success of the event that is taking place. When an event organiser plans an
event, they do not just plan on what is going to happen at their event but
research on similar events that may occur on the same time as their event. If
similar events occur, this can cause clashes in poor attendance leading to less
satisfaction of the event. For example, if a DJ is hosting for at least two events
in the same night. This could potentially cause the event to not run smoothly
as different situations can occur while trying to move from one event to
another, such as not arriving on time due to traffic happening whilst travelling.
If similar events occur in the same week, then people may not want to attend
as the event may be boring or the same thing, they attended the previous day.
It is very important for event organisers to see other events that may occur
during their scheduled event as this causes clashes, which may result in them
having to reschedule their event so that it can run smoothly.
When also planning an event, the event organiser needs to consider the
weather and the time of the year the event is scheduled for to make it easier
to choose an appropriate location, catering services and venue. Whether the
event will take place in the winter, spring, or summer. If the event is scheduled
to happen outside, then best time to have an event will be during the summer
as it is hot/ events that may involve full course meals which would need to
happen indoors. It is also important that the event planner looks at the
physical environment of guests who been invited to the event and plan in
advance the support they need before the event even takes place. If an event
organiser is planning a large event then certain facilities must be provided such
as Cash machines to pay for items and food, cleaning staff, first aid facilities,
policing or stewards to control a large number of people, arrangements for
parking and signs displaying where to go and the event is happening etc.
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