UNIT 4: MANAGING AN EVENT
A1: Could I be an event organiser?
The role of an event organiser
An event organiser is the person who deals with planning all the details related
to an event, makes important decisions for the event and finds solutions to any
problems that may arise.
The role of an event organiser includes:
Venue
Location
Catering
Planning and reserving facilities
Setting up the programme
Preparing and distributing documents
Contracts
1. One of the main responsibilities of an event organiser is to choose the
venue in which the event will take place. The chosen venue must be
suitable for the type of event, because it gives the guests a first
impression about the event they will attend. When the event
organiser books the venue, he must consider the following aspects:
The availability of the venue – Most venues are occupied in advance,
so it is advisable the event planner to search in advance and reserve
space on the date when the event to take place.
, UNIT 4: MANAGING AN EVENT
The venue has to have the necessary capacity for the guest list in
order the guests have a positive experience and to be satisfied.
The type of people attending the event (students, business people
etc.) and ethical or their belief considerations.
The budget – The event organiser must establish a budget before
looking for the venue and to fit into it. He needs to negotiate to get it
the best deal at the best price.
It is important for the venue to function legally, to have all the
approvals according to the laws.
If the decor is included or not.
2. The event organiser has to choose the location of the venue. The
choice of location depends on the types of people who will participate
in the event as well as the theme of the event. The location must be
accessible and easy to find, not be located on crowded streets or in
other places that can cause difficulties for guests. However, if the
location is more difficult to access and there are no means of public
transport, the event organiser must provide transport for guests
(limousines, coaches, minibuses etc.).
3. The catering is another important aspect that an event organiser has
to deal with. The menu offered must be appropriate to the type of
event and the event organiser must choose either a venue
(hotel/restaurant) that can provide catering or an outside catering
company to deliver food and drink. He must ensure that the laws
given by Food Standards Agency (FSA) are respected so that people do
not get sick. In addition, there is a possibility that some guests may
want special menus (vegetarian, gluten-free, sugar-free etc.)
depending on their lifestyles or health issues, so the event organiser
has to make sure that the guests can benefit from personalized
menus.
A1: Could I be an event organiser?
The role of an event organiser
An event organiser is the person who deals with planning all the details related
to an event, makes important decisions for the event and finds solutions to any
problems that may arise.
The role of an event organiser includes:
Venue
Location
Catering
Planning and reserving facilities
Setting up the programme
Preparing and distributing documents
Contracts
1. One of the main responsibilities of an event organiser is to choose the
venue in which the event will take place. The chosen venue must be
suitable for the type of event, because it gives the guests a first
impression about the event they will attend. When the event
organiser books the venue, he must consider the following aspects:
The availability of the venue – Most venues are occupied in advance,
so it is advisable the event planner to search in advance and reserve
space on the date when the event to take place.
, UNIT 4: MANAGING AN EVENT
The venue has to have the necessary capacity for the guest list in
order the guests have a positive experience and to be satisfied.
The type of people attending the event (students, business people
etc.) and ethical or their belief considerations.
The budget – The event organiser must establish a budget before
looking for the venue and to fit into it. He needs to negotiate to get it
the best deal at the best price.
It is important for the venue to function legally, to have all the
approvals according to the laws.
If the decor is included or not.
2. The event organiser has to choose the location of the venue. The
choice of location depends on the types of people who will participate
in the event as well as the theme of the event. The location must be
accessible and easy to find, not be located on crowded streets or in
other places that can cause difficulties for guests. However, if the
location is more difficult to access and there are no means of public
transport, the event organiser must provide transport for guests
(limousines, coaches, minibuses etc.).
3. The catering is another important aspect that an event organiser has
to deal with. The menu offered must be appropriate to the type of
event and the event organiser must choose either a venue
(hotel/restaurant) that can provide catering or an outside catering
company to deliver food and drink. He must ensure that the laws
given by Food Standards Agency (FSA) are respected so that people do
not get sick. In addition, there is a possibility that some guests may
want special menus (vegetarian, gluten-free, sugar-free etc.)
depending on their lifestyles or health issues, so the event organiser
has to make sure that the guests can benefit from personalized
menus.
