447062 Unit 4 – Managing an Event Assignment 3 Poppy-Grace McLean
P7- Stage an event, demonstrating some relevant management skills.
Allocation of the group tasks
People within my group were given the task to complete the Risk Assessment, this is done by
identifying any potential risks and how to prevent these risks from happening so that the
event runs safely.
Other people within my group were given the task of ensuring that the space we wanted to
hold the event was available. This was done by speaking to teachers throughout the college
to ensure that the area could be used at the time and date we wanted.
Other people within my group were given the task of being responsible for the visitors. They
were responsible for the arrival of the visitors and to direct the visitors to the area the event
was being held. They also had to communicate with any visitors who didn’t look like member
of staff at the college or the students at the college for example, “Good morning, are you
here for the coffee morning?”. I split this group into 2, I used one half for the role of greeting
visitors and communicating with the visitors and I used the other half for the role of directing
the visitors to the area the event was being held.
Contingency Plans
The contingency plans that were in place was put in place around the selling of our stock.
This was because if all our stock didn’t sell, we would have not raised enough money for
charity and that we would not be able to pay costa back for the supplies we have used.
Fortunately for us this contingency plan was not needed, and Plan A ran smoothly without the
use of Plan B.
Advert
I made the advert myself through editing apps on my iPad. I included the college website,
logo, and information about the event such as location of the event and the date and time.
This was to ensure that people knew where and when the event was being held. I also
included information about the charity and a little amount of information as to why we chose
this charity to give people an incentive to come. Promoting this event was important for the
overall success of this event, this is because without the promoting the event people would
not know about it and therefore there would be less people attending the event which would
reduce greatly the success of the event.
Staging of the Event
The main resources needed for this event was the coffee, soft drinks, cakes, visitors, and the
venue. The cakes and drinks were very important for the event because the event name was
a coffee morning. The visitors were again very important for this event because without the
visitors the event would not be successful. The venue was an important resource for this
event because without it there would be nowhere to host the event.
The Event Itself
1
, 447062 Unit 4 – Managing an Event Assignment 3 Poppy-Grace McLean
The coffee morning ran smoothly, and everything was carried out correctly. This was because
of the correct resources being used if the incorrect resources were used the event would not
have run smoothly and very few things would be carried out correctly. This would have meant
that the event would have not been successful. There were no problems throughout the
event, and it ran very smoothly. A positive of this event was that a lot of visitors were
interested in learning about the charity and how its important.
Attendance of the Event
The attendance of our event was high. We managed to clear all our stock and managed to
raise a lot of money for charity because of the high number of attendances. We managed to
increase people’s interest in the charity we were raising money for.
Communication throughout the group members
The communicate was very effective throughout the group. There was no disagreement or
conflicts between group members, this is because of effective planning and effective
communication before the event took place. The communication was also effective because of
the assigned roles throughout the group. This greatly helped for the success of the event.
Health and Safety
Because a large majority of the visitors were teachers or students at the college, so we
already had any medical problems that they have on file, so this reduced any danger to them.
It also meant that the planning of health and safety for this event was reduced significantly
which meant we could focus on ensuring the venue was safe for people to attend and that
there were no hazards that could happen to anyone.
P8 – Review the success of the event in meeting aims and objectives, achieving
targets and receiving good feedback from stakeholders.
The aim of the event that the group was trying to achieve was to carry out a realistic event to
help us gain experience and knowledge about how to run a realistic event and the roles of a
realistic event. As well as this we wanted to spread knowledge around the charity, we had
chosen which was the Alzheimer’s Society, we did this by handing out leaflets that contained
information about the charity, what the charity does and how we can help them. It included
the website in case any visitors wanted to find out more information. An objective we wanted
to achieve was to raise money for the charity and educate people about what they do and
how they benefit people, which we did achieve and managed to get a lot of visitors intrigued
about the charity and wanted to learn more about them. Another objective we wanted to
achieve was to ensure that there was a high number of visitors to ensure that that all
resources was used so that we didn’t lose out on money which would mean that the event
was not successful however, we managed to have plenty of visitors and used up all of our
resources which meant that we met this objective.
The timings of the event were planned and carried out correctly as we started the event at
the correct time and ended at the correct time. There were no conflicts between group
members and no problems with visitors arriving too early or too late, this was because we
had carefully time managed and used the correct information on the marketing ways we
used. The budget we had set up was correct and we had enough drinks and cake for
everyone.
2
P7- Stage an event, demonstrating some relevant management skills.
Allocation of the group tasks
People within my group were given the task to complete the Risk Assessment, this is done by
identifying any potential risks and how to prevent these risks from happening so that the
event runs safely.
Other people within my group were given the task of ensuring that the space we wanted to
hold the event was available. This was done by speaking to teachers throughout the college
to ensure that the area could be used at the time and date we wanted.
Other people within my group were given the task of being responsible for the visitors. They
were responsible for the arrival of the visitors and to direct the visitors to the area the event
was being held. They also had to communicate with any visitors who didn’t look like member
of staff at the college or the students at the college for example, “Good morning, are you
here for the coffee morning?”. I split this group into 2, I used one half for the role of greeting
visitors and communicating with the visitors and I used the other half for the role of directing
the visitors to the area the event was being held.
Contingency Plans
The contingency plans that were in place was put in place around the selling of our stock.
This was because if all our stock didn’t sell, we would have not raised enough money for
charity and that we would not be able to pay costa back for the supplies we have used.
Fortunately for us this contingency plan was not needed, and Plan A ran smoothly without the
use of Plan B.
Advert
I made the advert myself through editing apps on my iPad. I included the college website,
logo, and information about the event such as location of the event and the date and time.
This was to ensure that people knew where and when the event was being held. I also
included information about the charity and a little amount of information as to why we chose
this charity to give people an incentive to come. Promoting this event was important for the
overall success of this event, this is because without the promoting the event people would
not know about it and therefore there would be less people attending the event which would
reduce greatly the success of the event.
Staging of the Event
The main resources needed for this event was the coffee, soft drinks, cakes, visitors, and the
venue. The cakes and drinks were very important for the event because the event name was
a coffee morning. The visitors were again very important for this event because without the
visitors the event would not be successful. The venue was an important resource for this
event because without it there would be nowhere to host the event.
The Event Itself
1
, 447062 Unit 4 – Managing an Event Assignment 3 Poppy-Grace McLean
The coffee morning ran smoothly, and everything was carried out correctly. This was because
of the correct resources being used if the incorrect resources were used the event would not
have run smoothly and very few things would be carried out correctly. This would have meant
that the event would have not been successful. There were no problems throughout the
event, and it ran very smoothly. A positive of this event was that a lot of visitors were
interested in learning about the charity and how its important.
Attendance of the Event
The attendance of our event was high. We managed to clear all our stock and managed to
raise a lot of money for charity because of the high number of attendances. We managed to
increase people’s interest in the charity we were raising money for.
Communication throughout the group members
The communicate was very effective throughout the group. There was no disagreement or
conflicts between group members, this is because of effective planning and effective
communication before the event took place. The communication was also effective because of
the assigned roles throughout the group. This greatly helped for the success of the event.
Health and Safety
Because a large majority of the visitors were teachers or students at the college, so we
already had any medical problems that they have on file, so this reduced any danger to them.
It also meant that the planning of health and safety for this event was reduced significantly
which meant we could focus on ensuring the venue was safe for people to attend and that
there were no hazards that could happen to anyone.
P8 – Review the success of the event in meeting aims and objectives, achieving
targets and receiving good feedback from stakeholders.
The aim of the event that the group was trying to achieve was to carry out a realistic event to
help us gain experience and knowledge about how to run a realistic event and the roles of a
realistic event. As well as this we wanted to spread knowledge around the charity, we had
chosen which was the Alzheimer’s Society, we did this by handing out leaflets that contained
information about the charity, what the charity does and how we can help them. It included
the website in case any visitors wanted to find out more information. An objective we wanted
to achieve was to raise money for the charity and educate people about what they do and
how they benefit people, which we did achieve and managed to get a lot of visitors intrigued
about the charity and wanted to learn more about them. Another objective we wanted to
achieve was to ensure that there was a high number of visitors to ensure that that all
resources was used so that we didn’t lose out on money which would mean that the event
was not successful however, we managed to have plenty of visitors and used up all of our
resources which meant that we met this objective.
The timings of the event were planned and carried out correctly as we started the event at
the correct time and ended at the correct time. There were no conflicts between group
members and no problems with visitors arriving too early or too late, this was because we
had carefully time managed and used the correct information on the marketing ways we
used. The budget we had set up was correct and we had enough drinks and cake for
everyone.
2
