UNIT 4 – MANAGING AN
EVENT
[Document subtitle]
,Explore the role of an event organiser
A1 Different tasks needed to be completed by an event organiser
Introduction
In this task I will be identifying and explaining the diverse types of tasks that are having to be
completed by an event organizer. I will also be investigating current legal requirements,
including consumer protection, and setting up organizational procedures, such as risk
assessments and security. An event organizer is responsible for planning, managing, and
organizing events in the most efficient and cost-effective way. An event organizer must have
these skills, organizational skills, communication, interpersonal skills, multitasking skills.
Main roles of an event organizer
Arrange a consultation with clients
The event organizer must arrange a meeting with the client, or they could speak over the
phone, the reason as to why a consultation is necessary is because the event organizer needs to
know what the client wants and if the event organizer will be able to do it or not. If the event
organizer is not able to do it then they could try and negotiate something to figure something
out, a solution that the client could agree to. The client will be getting a first impression of the
event organizer which means it is important for the event organizer to be on time as if they are
not then it would lead to a negative impression of the event organizer.
Finding an appropriate venue to hold the event
The event organizer needs to find an affordable venue that is within the client's budget, if the
event organizer cannot find an affordable venue for the client, then they could try and
negotiate with the venue owners and try and agree to a suitable price for the customer. The
event organizer would need to research different venues and locations and find something that
is what the client wants, once they find something they can present it to the client and discuss
with them if they would be happy with it. Therefore, the client will not have any second
thoughts as the event organizer would have double checked with the client.
Arranging transportation for guests
The event organizer needs to arrange a sort of transportation for the client and their guests
that are attending the event. The event organizer first would need to speak to the client and
understand their budget and what the transportation is for and how many people. Once they
have identified these things they would then research and find what they need whether it be a
coach, limousine or just a cab for a few people. Once the event organizer has found something
suitable, they can then double check with the client to ensure it is the right thing for them.
Contact different caterers
1|Page
,This is an essential role that the event organizer would need to perform perfectly this is
because the client may have special dietary food requirements such as halal catering, or they
may have allergy requirements. This means that the event organizer would have to find
catering that suits the client’s needs, if they failed to do so they could potentially cause at
worse, death. This is because a guest or the client could have severe allergies and if the food is
not specific to their needs, it would harm them.
Organize additional facilities for the event
The client may want to add additional facilities at the event, this means that the event
organizer may have to find something suitable for the client such as a cocktail show,
entertainers or what the client has chosen. It is the event organizer's role to find the best and
most suitable additional facilities for the client as they may have ideas in mind, but they may
not be within the budget. Therefore, the event organizer will have to find something within the
budget and suitable for the client.
Various administrative tasks
Other administrative tasks that the event organizer may need to carry out are doing preparing
and editing letters, reports, and emails. Running errands to the post office or supply store,
arranging meetings, appointments, and executive travel. These are all important because any
problems or issues can occur which is why the event organizer needs to be prepared for any
changes that may come their way.
Legislation and their purposes
Health and safety – Health and safety are a set of rules that are used to protect people from
illness and injury that could be caused in a specific area or situation, for example an event they
may be attending. Without health and safety, the event organizer would be committing a
criminal offence, due to the event organizer not implementing the health and safety act, they
could face serious consequences such as, fines or a prison sentence. This is because for example
if there was a situation in the event in which someone was to have an accident such as tripping
on an electrical wire and hurt themselves then the event organizer would be held accountable
as they did not take into consideration the health and safety of the guests at the event. 1
Consumer protection – Consumer protection is a legislation that safeguards the interest and
rights of consumers. This legislation ensures consumer that if they were to be misled by a
business for a product or service then they would be fully backed and protected by the law. If
the event organizer did not comply with this legislation, then the consumer is eligible to reject
the goods within 30 days of purchase, if it were an event then they would be eligible for a
refund. If the consumer protection legislation was not in place, then if there was to be an event
and the consumer did not receive what was advertised or displayed such as going to a music
1
https://www.safetybank.co.uk/blog/consequences-of-non-compliance-in-health-safety-regulations
2|Page
, festival with a special guest and they did not appear at the event, then they would be eligible to
get their money back due to them being misled and not given what was advertised.2
Disabled access – Disabled access is a legislation that protects disabled people from not having
access to certain areas such as venues, toilets, or certain areas. If that legislation was not in
place, then if a disabled person or someone with a buggy were to try access and area that did
not have a ramp or lift then it would be disablism as they did not take into consideration that
disabled people would be at the event or area. If an event organizer were to be disability
discriminating, then they could face up to 6 months imprisonment. For example, if there was an
event at a venue and there were stairs that were at the entrance of the venue and a person in a
wheelchair tried to access the venue then they would struggle and likely not be able to get in
on their own, therefore it is essential to have disabled access to a venue, or area. 3
Licensing – Some of the licenses that an event organizer may need are a premises license, or a
license from a music producer for permission to use their music at a public event, also
permission to hold an event would also be necessary. A premises license if a permanent license
granted for a specific location to hold an event. If an event organizer were to carry out an
unlicensed activity at their own premises or someone else's, they could face fines or sent to
prison for up to 6 months. An example of using licensing would if an event organizer wanted to
hold a large public event, then they would need a premises license, once they get a hold of this,
they can then hold the event.4
Organizational procedures
Risk assessment – A risk assessment is a procedure that an event organizer would take to
ensure that there is nothing that would harm anyone who would be attending the event at that
certain time. An event organizer would have to ensure that there is nothing that could harm the
guest's theta are attending the event. This means that an event organizer would have to check
potential threat that could harm guests. For example, the event organizer would check the
furniture such as chairs and tables to ensure they are not hazardous and could break while the
guest is using them. This would ensure that there is no risk to people falling from broken chairs,
however, even after the risk assessment it is important for the event organizer to have a
backup plan such as having extra chairs or tables in case. Furthermore, the event organizer
should also make sure that there is extra space between the tables and chairs for guests to be
able to walk through the venue without bumping into furniture. Thus, an event organizer taking
a risk assessment would protect the guests and the event organizer themselves as the guests
would not be filing any claims against them.5
2
https://www.which.co.uk/consumer-rights/regulations
3
https://invisiblyme.com/2020/04/02/why-accessibility-important/#:~:text=Making%20something%20accessible%20should%20make,remove
%20barriers%20to%20its%20use.&text=What's%20accessible%20for%20one%20person,disabilities%20and%20illnesses%20also%20exist.
4
https://www.haringey.gov.uk/business/licensing-and-regulations/licensing/z-licences/premises-licence#:~:text=You%20need%20a
%20premises%20licence,provide%20late%20night%20refreshment
5
https://www.chas.co.uk/help-advice/risk-management-compliance/risk-assessment-introduction/risk-assessment-importance/
3|Page
EVENT
[Document subtitle]
,Explore the role of an event organiser
A1 Different tasks needed to be completed by an event organiser
Introduction
In this task I will be identifying and explaining the diverse types of tasks that are having to be
completed by an event organizer. I will also be investigating current legal requirements,
including consumer protection, and setting up organizational procedures, such as risk
assessments and security. An event organizer is responsible for planning, managing, and
organizing events in the most efficient and cost-effective way. An event organizer must have
these skills, organizational skills, communication, interpersonal skills, multitasking skills.
Main roles of an event organizer
Arrange a consultation with clients
The event organizer must arrange a meeting with the client, or they could speak over the
phone, the reason as to why a consultation is necessary is because the event organizer needs to
know what the client wants and if the event organizer will be able to do it or not. If the event
organizer is not able to do it then they could try and negotiate something to figure something
out, a solution that the client could agree to. The client will be getting a first impression of the
event organizer which means it is important for the event organizer to be on time as if they are
not then it would lead to a negative impression of the event organizer.
Finding an appropriate venue to hold the event
The event organizer needs to find an affordable venue that is within the client's budget, if the
event organizer cannot find an affordable venue for the client, then they could try and
negotiate with the venue owners and try and agree to a suitable price for the customer. The
event organizer would need to research different venues and locations and find something that
is what the client wants, once they find something they can present it to the client and discuss
with them if they would be happy with it. Therefore, the client will not have any second
thoughts as the event organizer would have double checked with the client.
Arranging transportation for guests
The event organizer needs to arrange a sort of transportation for the client and their guests
that are attending the event. The event organizer first would need to speak to the client and
understand their budget and what the transportation is for and how many people. Once they
have identified these things they would then research and find what they need whether it be a
coach, limousine or just a cab for a few people. Once the event organizer has found something
suitable, they can then double check with the client to ensure it is the right thing for them.
Contact different caterers
1|Page
,This is an essential role that the event organizer would need to perform perfectly this is
because the client may have special dietary food requirements such as halal catering, or they
may have allergy requirements. This means that the event organizer would have to find
catering that suits the client’s needs, if they failed to do so they could potentially cause at
worse, death. This is because a guest or the client could have severe allergies and if the food is
not specific to their needs, it would harm them.
Organize additional facilities for the event
The client may want to add additional facilities at the event, this means that the event
organizer may have to find something suitable for the client such as a cocktail show,
entertainers or what the client has chosen. It is the event organizer's role to find the best and
most suitable additional facilities for the client as they may have ideas in mind, but they may
not be within the budget. Therefore, the event organizer will have to find something within the
budget and suitable for the client.
Various administrative tasks
Other administrative tasks that the event organizer may need to carry out are doing preparing
and editing letters, reports, and emails. Running errands to the post office or supply store,
arranging meetings, appointments, and executive travel. These are all important because any
problems or issues can occur which is why the event organizer needs to be prepared for any
changes that may come their way.
Legislation and their purposes
Health and safety – Health and safety are a set of rules that are used to protect people from
illness and injury that could be caused in a specific area or situation, for example an event they
may be attending. Without health and safety, the event organizer would be committing a
criminal offence, due to the event organizer not implementing the health and safety act, they
could face serious consequences such as, fines or a prison sentence. This is because for example
if there was a situation in the event in which someone was to have an accident such as tripping
on an electrical wire and hurt themselves then the event organizer would be held accountable
as they did not take into consideration the health and safety of the guests at the event. 1
Consumer protection – Consumer protection is a legislation that safeguards the interest and
rights of consumers. This legislation ensures consumer that if they were to be misled by a
business for a product or service then they would be fully backed and protected by the law. If
the event organizer did not comply with this legislation, then the consumer is eligible to reject
the goods within 30 days of purchase, if it were an event then they would be eligible for a
refund. If the consumer protection legislation was not in place, then if there was to be an event
and the consumer did not receive what was advertised or displayed such as going to a music
1
https://www.safetybank.co.uk/blog/consequences-of-non-compliance-in-health-safety-regulations
2|Page
, festival with a special guest and they did not appear at the event, then they would be eligible to
get their money back due to them being misled and not given what was advertised.2
Disabled access – Disabled access is a legislation that protects disabled people from not having
access to certain areas such as venues, toilets, or certain areas. If that legislation was not in
place, then if a disabled person or someone with a buggy were to try access and area that did
not have a ramp or lift then it would be disablism as they did not take into consideration that
disabled people would be at the event or area. If an event organizer were to be disability
discriminating, then they could face up to 6 months imprisonment. For example, if there was an
event at a venue and there were stairs that were at the entrance of the venue and a person in a
wheelchair tried to access the venue then they would struggle and likely not be able to get in
on their own, therefore it is essential to have disabled access to a venue, or area. 3
Licensing – Some of the licenses that an event organizer may need are a premises license, or a
license from a music producer for permission to use their music at a public event, also
permission to hold an event would also be necessary. A premises license if a permanent license
granted for a specific location to hold an event. If an event organizer were to carry out an
unlicensed activity at their own premises or someone else's, they could face fines or sent to
prison for up to 6 months. An example of using licensing would if an event organizer wanted to
hold a large public event, then they would need a premises license, once they get a hold of this,
they can then hold the event.4
Organizational procedures
Risk assessment – A risk assessment is a procedure that an event organizer would take to
ensure that there is nothing that would harm anyone who would be attending the event at that
certain time. An event organizer would have to ensure that there is nothing that could harm the
guest's theta are attending the event. This means that an event organizer would have to check
potential threat that could harm guests. For example, the event organizer would check the
furniture such as chairs and tables to ensure they are not hazardous and could break while the
guest is using them. This would ensure that there is no risk to people falling from broken chairs,
however, even after the risk assessment it is important for the event organizer to have a
backup plan such as having extra chairs or tables in case. Furthermore, the event organizer
should also make sure that there is extra space between the tables and chairs for guests to be
able to walk through the venue without bumping into furniture. Thus, an event organizer taking
a risk assessment would protect the guests and the event organizer themselves as the guests
would not be filing any claims against them.5
2
https://www.which.co.uk/consumer-rights/regulations
3
https://invisiblyme.com/2020/04/02/why-accessibility-important/#:~:text=Making%20something%20accessible%20should%20make,remove
%20barriers%20to%20its%20use.&text=What's%20accessible%20for%20one%20person,disabilities%20and%20illnesses%20also%20exist.
4
https://www.haringey.gov.uk/business/licensing-and-regulations/licensing/z-licences/premises-licence#:~:text=You%20need%20a
%20premises%20licence,provide%20late%20night%20refreshment
5
https://www.chas.co.uk/help-advice/risk-management-compliance/risk-assessment-introduction/risk-assessment-importance/
3|Page
