Unit 4: Managing an Event
Assignment 1: Could I be an event
organiser?
As part of my research into my options for the future I have decided to explore the role of an event
organiser and my suitability for this role. My research into the role could include an interview with
someone who has experience of organising events, and a record of the outcome in the form of an
interview transcript. My research into my suitability for this role will involve carrying out two skills
audits, one for an event's organiser, and one for myself. I will use the research that I have gathered to
produce a report.
From this research I hope to learn how to be able to manage and event and learn what skills are needed
to be able to run a successful event. There are different tasks I need to know like organising where,
when, and how the event is going to take place, the legal requirements to hold an event, organisational
procedures that need to be applied, such as policies on how risk assessments are completed or security
controls.
P1
Venues- One of the main parts of the managing and organising an event would be the venue of the
event so where the event is located, this could be in an indoor venue and outdoor venue depending on
what the event is and what group of people are attending. The venue of the event is very important as it
decides the cost of the event and the if the venue is not in a very good location, then the event won't be
successful and if the location is too large for the event and not enough people show up then the cost
would be very high, and the event won't make enough profit and won't be a successful event.
Depending on what the event is then the location would be different as if the event is a festival, then it
would need to be a large outdoor venue where there is a lot of space but if the event is a family pop up
cinema, then the location would be different as there won't be a need for a big venue and can be a
single site with one screen whereas the festival would need to be in a very large venue so that it is able
to accommodate all the people that are attending. The people that are attending are also very important
as they would also have an impact on the location as if there are kids attending the event then the
location would need to be safe for kids, so there can't be sharp objects and things that are a risk to
children and the location would need to be safe for children to attend. Another example would be if the
event is focused on a group like vegetarians, then the event location would need to be somewhere that
is not close to a meat shop or somewhere that animals are killed as it would be seen as offensive and
lead to the event not being successful. The location would also need to be accessible so that people can
get to the event easily and are able to go in and out of that event easily, for example if the event is not
assessable by public transport the people that are attending would find it hard to get to the venue as it
won't be very accessible. The event would also need to be close to a car park so that the people that are
,getting to the event by car are able to park their car. The venue would also need to have a suitable
capacity so that the people that are attending have enough space.
Location- The location of the event would determine the success of the event as depending on what the
event is then the location would need to be able to accommodate the event for example a children's
event can't be based in locations that there are a lot of hazards then it won’t be a suitable location for
the event as it won’t be safe for the participants. The location would need to be suitable for the people
that are attending the event so that they are able to have a successful event and that the participants
are happy and content with the event for example if the event is an event targeted to people that have
a higher income then the location of the event would need to be somewhere that the people are
attending feel safe and is a location that is high end so that the people that are attending are happy with
venue so that the event is able to be successful. The venue contributes to the success of the event as if
the location is in an area that is not very safe then the people that are attending won’t be happy and
would have a negative feeling towards the event. The location of the event would also need to be
accessible so if the event is mainly targeted for people that live in London the event wound need to be
in London so if the location is somewhere that’s not in London or close to London then it won’t be
successful as there won’t be a lot of people attending so they have to put the location of the event
somewhere that is close to the people that are attending so it’s easier for them to access the event and
get to the event with ease, this would contribute to the success of the event as the people that are
attending would be happier with the event. The event would also need to be close to a car park so that
the people that are getting to the event by car are able to park their car. Otherwise less people would
attend the event as they won’t be able to get to the location of the event so there won’t be a lot of
people that go to the event so it would need space for people to park their car. The event should also be
accessible by public transport so that even more people are able to attend the event making it more
accessible for the people that are attending.
Catering- Another important factor for when organising an event would be catering and again this would
vary depending on who is attending the event so if the event is for high income people then there would
need to be a variety of meals that they can chose from that are high quality, if the event doesn’t offer
this then the people that are attending won’t be too happy with the event and this would contribute to
the success of the event. An example of this would be that if the event is located in a hotel then it would
be easier to serve a three course meal that the attendees can chose from with a variety of different
foods, whereas if the event is located in a large field then catering would be a lot harder as the
organisers won’t be able cater for everyone attending but then they would need to put stands in the
event that the people that are attending are able to buy food from so that they are happy with the
event. When considering catering the organiser would also need know who is attending so that they are
able to cater for the attendees needs, for example if the event is being attended by Muslims then the
event would need to offer hallah food so that people that are attending are able to eat something and
are felt considered in the event which would contribute to the success of the event. Other groups would
also need to be considered like vegans and vegetarians so that they are also happy with the event.
These would also help to make the people that are attending the event feel included and more satisfied
with the event which contributes to the success of the event. There are different types of catering which
are internal and external. An advantage of external catering is that there would be a quality assurance
for the catering as when hiring a catering business, the event organiser would know the quality of food
that they are getting and would know that the attendees are getting a good quality of food. A
, disadvantage of external catering would be that it would cost a lot so the total cost of the event would
increase as there would be more money spent on the catering side of the event.
Planning and reserving facilities- Planning the event is very important so that the organiser is able to
know what happens in the event and to know that everything is going to plan when the event is
happening. When planning the event, they need to make sure that it's on a good date for the
participants that are attending, for example if the event is targeted at children aged 6-10 then the event
should be after school hours so that the targeted participants are able to attend otherwise if the event is
during school hours, then they won't be able to attend. The organiser would also need to know about
any other events that are going on at the same time so that there are no clashes with other events, for
example if the event is aimed at football fans they would need to see when important matches are so
that they could avoid those days so if there is a champion's league final then putting the event on that
day won't be successful as more people would be watching the game instead of attending the event so
there won't be a lot of people that attend that event, so it's important to know key events and dates
that are affiliated with the people that ae participating. Some events might also depend on other events
that are happening, for example if a bar wants to run an event that people would come and watch the
champion's league then that event would depend on the champions league, and it would need to be at
the same time. When planning the event, they would also need to consider what season of the year the
event is taking place in, for example if the event is happening in the summer season, then the event
would most likely need to be outside whereas if the event is in the winter, then it would most likely be
indoor. Depending on what the event is the organiser would need reserve facilities so that the people
that are attending are able to have those facilities that they need for example, if there are things that
are being sold at the event then it would be beneficial for that event to have several cash machines so
that the people attending are able to take cash out to buy things at the event. Another example would
be if the event is a large event, then there would need to be police and steward so that they are able to
control the crowds if there are large crowds that are attending the event like if the event is a festival. If
the event is located at a large area, then there would need to be signs and banners put up so that
people that are attending know where to go and where different things are located. If the event is
located in an outdoor venue, then the organiser would need to plan where to get power from so that
the facilities in the event are able to run properly and have the electricity that they need. When the
event is finished the organiser would need to plan for how they would clean the venue so this could be
done by a third-party company or getting volunteers to clean up after the event. All these are important
and contribute to the success of the event and if not planned for properly then it would have an impact
on how the event turns of and if the participants are happy with the event.
Setting up programme- Planning what goes on in the event and throughout the event is also very
important as the people that are attending would expect what the event would include and what time
are different things that happen in the event so that the attendees know what is going on in the event
and where they are. Having this is important as it would inform the attendees what is going on in the
event and where different things are depending on the size of the event, so if the event is a very large
outdoor event like a festival then they would need to provide locations of different things going on in
the festival and where the different stages are so that the people that are attending know where to go
and what time the different performances are, if this is not provided then the attendees won’t know
where to go and won’t be happy with the event. The attendees would also need to be provided with
how long each part of the event is so that participants are aware of where to go at what time. Having
Assignment 1: Could I be an event
organiser?
As part of my research into my options for the future I have decided to explore the role of an event
organiser and my suitability for this role. My research into the role could include an interview with
someone who has experience of organising events, and a record of the outcome in the form of an
interview transcript. My research into my suitability for this role will involve carrying out two skills
audits, one for an event's organiser, and one for myself. I will use the research that I have gathered to
produce a report.
From this research I hope to learn how to be able to manage and event and learn what skills are needed
to be able to run a successful event. There are different tasks I need to know like organising where,
when, and how the event is going to take place, the legal requirements to hold an event, organisational
procedures that need to be applied, such as policies on how risk assessments are completed or security
controls.
P1
Venues- One of the main parts of the managing and organising an event would be the venue of the
event so where the event is located, this could be in an indoor venue and outdoor venue depending on
what the event is and what group of people are attending. The venue of the event is very important as it
decides the cost of the event and the if the venue is not in a very good location, then the event won't be
successful and if the location is too large for the event and not enough people show up then the cost
would be very high, and the event won't make enough profit and won't be a successful event.
Depending on what the event is then the location would be different as if the event is a festival, then it
would need to be a large outdoor venue where there is a lot of space but if the event is a family pop up
cinema, then the location would be different as there won't be a need for a big venue and can be a
single site with one screen whereas the festival would need to be in a very large venue so that it is able
to accommodate all the people that are attending. The people that are attending are also very important
as they would also have an impact on the location as if there are kids attending the event then the
location would need to be safe for kids, so there can't be sharp objects and things that are a risk to
children and the location would need to be safe for children to attend. Another example would be if the
event is focused on a group like vegetarians, then the event location would need to be somewhere that
is not close to a meat shop or somewhere that animals are killed as it would be seen as offensive and
lead to the event not being successful. The location would also need to be accessible so that people can
get to the event easily and are able to go in and out of that event easily, for example if the event is not
assessable by public transport the people that are attending would find it hard to get to the venue as it
won't be very accessible. The event would also need to be close to a car park so that the people that are
,getting to the event by car are able to park their car. The venue would also need to have a suitable
capacity so that the people that are attending have enough space.
Location- The location of the event would determine the success of the event as depending on what the
event is then the location would need to be able to accommodate the event for example a children's
event can't be based in locations that there are a lot of hazards then it won’t be a suitable location for
the event as it won’t be safe for the participants. The location would need to be suitable for the people
that are attending the event so that they are able to have a successful event and that the participants
are happy and content with the event for example if the event is an event targeted to people that have
a higher income then the location of the event would need to be somewhere that the people are
attending feel safe and is a location that is high end so that the people that are attending are happy with
venue so that the event is able to be successful. The venue contributes to the success of the event as if
the location is in an area that is not very safe then the people that are attending won’t be happy and
would have a negative feeling towards the event. The location of the event would also need to be
accessible so if the event is mainly targeted for people that live in London the event wound need to be
in London so if the location is somewhere that’s not in London or close to London then it won’t be
successful as there won’t be a lot of people attending so they have to put the location of the event
somewhere that is close to the people that are attending so it’s easier for them to access the event and
get to the event with ease, this would contribute to the success of the event as the people that are
attending would be happier with the event. The event would also need to be close to a car park so that
the people that are getting to the event by car are able to park their car. Otherwise less people would
attend the event as they won’t be able to get to the location of the event so there won’t be a lot of
people that go to the event so it would need space for people to park their car. The event should also be
accessible by public transport so that even more people are able to attend the event making it more
accessible for the people that are attending.
Catering- Another important factor for when organising an event would be catering and again this would
vary depending on who is attending the event so if the event is for high income people then there would
need to be a variety of meals that they can chose from that are high quality, if the event doesn’t offer
this then the people that are attending won’t be too happy with the event and this would contribute to
the success of the event. An example of this would be that if the event is located in a hotel then it would
be easier to serve a three course meal that the attendees can chose from with a variety of different
foods, whereas if the event is located in a large field then catering would be a lot harder as the
organisers won’t be able cater for everyone attending but then they would need to put stands in the
event that the people that are attending are able to buy food from so that they are happy with the
event. When considering catering the organiser would also need know who is attending so that they are
able to cater for the attendees needs, for example if the event is being attended by Muslims then the
event would need to offer hallah food so that people that are attending are able to eat something and
are felt considered in the event which would contribute to the success of the event. Other groups would
also need to be considered like vegans and vegetarians so that they are also happy with the event.
These would also help to make the people that are attending the event feel included and more satisfied
with the event which contributes to the success of the event. There are different types of catering which
are internal and external. An advantage of external catering is that there would be a quality assurance
for the catering as when hiring a catering business, the event organiser would know the quality of food
that they are getting and would know that the attendees are getting a good quality of food. A
, disadvantage of external catering would be that it would cost a lot so the total cost of the event would
increase as there would be more money spent on the catering side of the event.
Planning and reserving facilities- Planning the event is very important so that the organiser is able to
know what happens in the event and to know that everything is going to plan when the event is
happening. When planning the event, they need to make sure that it's on a good date for the
participants that are attending, for example if the event is targeted at children aged 6-10 then the event
should be after school hours so that the targeted participants are able to attend otherwise if the event is
during school hours, then they won't be able to attend. The organiser would also need to know about
any other events that are going on at the same time so that there are no clashes with other events, for
example if the event is aimed at football fans they would need to see when important matches are so
that they could avoid those days so if there is a champion's league final then putting the event on that
day won't be successful as more people would be watching the game instead of attending the event so
there won't be a lot of people that attend that event, so it's important to know key events and dates
that are affiliated with the people that ae participating. Some events might also depend on other events
that are happening, for example if a bar wants to run an event that people would come and watch the
champion's league then that event would depend on the champions league, and it would need to be at
the same time. When planning the event, they would also need to consider what season of the year the
event is taking place in, for example if the event is happening in the summer season, then the event
would most likely need to be outside whereas if the event is in the winter, then it would most likely be
indoor. Depending on what the event is the organiser would need reserve facilities so that the people
that are attending are able to have those facilities that they need for example, if there are things that
are being sold at the event then it would be beneficial for that event to have several cash machines so
that the people attending are able to take cash out to buy things at the event. Another example would
be if the event is a large event, then there would need to be police and steward so that they are able to
control the crowds if there are large crowds that are attending the event like if the event is a festival. If
the event is located at a large area, then there would need to be signs and banners put up so that
people that are attending know where to go and where different things are located. If the event is
located in an outdoor venue, then the organiser would need to plan where to get power from so that
the facilities in the event are able to run properly and have the electricity that they need. When the
event is finished the organiser would need to plan for how they would clean the venue so this could be
done by a third-party company or getting volunteers to clean up after the event. All these are important
and contribute to the success of the event and if not planned for properly then it would have an impact
on how the event turns of and if the participants are happy with the event.
Setting up programme- Planning what goes on in the event and throughout the event is also very
important as the people that are attending would expect what the event would include and what time
are different things that happen in the event so that the attendees know what is going on in the event
and where they are. Having this is important as it would inform the attendees what is going on in the
event and where different things are depending on the size of the event, so if the event is a very large
outdoor event like a festival then they would need to provide locations of different things going on in
the festival and where the different stages are so that the people that are attending know where to go
and what time the different performances are, if this is not provided then the attendees won’t know
where to go and won’t be happy with the event. The attendees would also need to be provided with
how long each part of the event is so that participants are aware of where to go at what time. Having
