Unit 4 EVENT MANAGEMENT
Unit 4 Assignment 1
UNIT 4 EVENT MANAGEMENT ASSINGMENT 1:
In this report I will be identifying the roles, stages and skills an event manager must
have in order to be effective.
Seven Stages of Events Management:
Venue:
The venue is the first part of organising an event. To book a venue you
need to know what type of people are coming and the amount of
people. Small venues will be relaxed and friendly whereas bigger
venues will be loud and busy. For example, in weddings the venue will
be bigger because of the number of guests but for a birthday party it
would be smaller.
Location:
This is influenced by the people you are aiming to
attract and the setting that you would like to
create. This needs to be accessible for your
guests/ audience for them to access it. You must
ensure it is easy to get there for example, car or a
bus. The location needs to have parking spaces
provided for people to come. Must have ambience
which means character and atmosphere of the
location for it to become popular with guests.
Catering:
Depending on the event organisers offer food at the
event to satisfy the guests. This can be from catering
inside the venue, which most people prefer or
outside catering which is only beneficial depending
on the weather in the venue. It must follow guidelines
of food hygiene by the FSA (food standards agency).
Catering can influence the success of an event
because if the food is up to good standard guests are
more likely to remember or recall the event.
Planning and Reserving Facilities:
Planning the facilities ensures that the event does not clash
with others. You must make sure the weather is good on that
day by looking at forecasts. You also must find out if the
event is linked to festive/traditional ways. Supplies need to be
checked to make sure they are available all year round and
need to reserve to book facilities that are needed; these can
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, Unit 4 EVENT MANAGEMENT
Unit 4 Assignment 1
be electricity, wheelchairs, security, hygiene facilities, water, rubbish collection,
signage or baby changing facilities.
Setting up the Programme:
This is a list of what exactly will be happening at the event in order. There
is going to be an outline or schedule of what will happen throughout the
event, this includes special guests, entertainment and prizes. This can be
used by guests or staff to know when they need to be or where. For
example, there may be a schedule given to catering staff for them to know
when the food must be brought in.
Preparing and Distributing Documents:
Documents may be needed for people to know what they are doing such
as agendas/schedules, papers, risk assessments, people with special
needs, travel arrangements and accommodation. This can be distributed
in hand or can be sent as an email for everybody involved to see and
refer to.
Contracts:
Most events will require some sort of agreement or contract
which could be written or verbal. This will set up the offer and
price for the venue and catering etc. This is important
because if the venue or service overcharges you, you have
evidence of the agreements and can settle disputes in court
or in another matter. This also ensures that both parties are
clear in what is provided and provides protection with the
consumer rights act which gives you power over what to do
when or if you do not receive the service that were advertised.
Health and Safety Act:
The health and safety put a duty on the
holders of the venue or event planner to
ensure that people are safe in the premises.
They need to protect the public’s health and
welfare at the venue and on the way to the
venue. If this act is violated, then this can
give the risk of somebody suing the person
at fault. This is the reason you must ensure
risk assessments must be taken to ensure the safety of everyone. You also need to
make sure that fire exits are accessible to wheelchair users and people who are
disabled in case of a fire. The venue must have regulations in place in case of a fire.
2|Page
Unit 4 Assignment 1
UNIT 4 EVENT MANAGEMENT ASSINGMENT 1:
In this report I will be identifying the roles, stages and skills an event manager must
have in order to be effective.
Seven Stages of Events Management:
Venue:
The venue is the first part of organising an event. To book a venue you
need to know what type of people are coming and the amount of
people. Small venues will be relaxed and friendly whereas bigger
venues will be loud and busy. For example, in weddings the venue will
be bigger because of the number of guests but for a birthday party it
would be smaller.
Location:
This is influenced by the people you are aiming to
attract and the setting that you would like to
create. This needs to be accessible for your
guests/ audience for them to access it. You must
ensure it is easy to get there for example, car or a
bus. The location needs to have parking spaces
provided for people to come. Must have ambience
which means character and atmosphere of the
location for it to become popular with guests.
Catering:
Depending on the event organisers offer food at the
event to satisfy the guests. This can be from catering
inside the venue, which most people prefer or
outside catering which is only beneficial depending
on the weather in the venue. It must follow guidelines
of food hygiene by the FSA (food standards agency).
Catering can influence the success of an event
because if the food is up to good standard guests are
more likely to remember or recall the event.
Planning and Reserving Facilities:
Planning the facilities ensures that the event does not clash
with others. You must make sure the weather is good on that
day by looking at forecasts. You also must find out if the
event is linked to festive/traditional ways. Supplies need to be
checked to make sure they are available all year round and
need to reserve to book facilities that are needed; these can
1|Page
, Unit 4 EVENT MANAGEMENT
Unit 4 Assignment 1
be electricity, wheelchairs, security, hygiene facilities, water, rubbish collection,
signage or baby changing facilities.
Setting up the Programme:
This is a list of what exactly will be happening at the event in order. There
is going to be an outline or schedule of what will happen throughout the
event, this includes special guests, entertainment and prizes. This can be
used by guests or staff to know when they need to be or where. For
example, there may be a schedule given to catering staff for them to know
when the food must be brought in.
Preparing and Distributing Documents:
Documents may be needed for people to know what they are doing such
as agendas/schedules, papers, risk assessments, people with special
needs, travel arrangements and accommodation. This can be distributed
in hand or can be sent as an email for everybody involved to see and
refer to.
Contracts:
Most events will require some sort of agreement or contract
which could be written or verbal. This will set up the offer and
price for the venue and catering etc. This is important
because if the venue or service overcharges you, you have
evidence of the agreements and can settle disputes in court
or in another matter. This also ensures that both parties are
clear in what is provided and provides protection with the
consumer rights act which gives you power over what to do
when or if you do not receive the service that were advertised.
Health and Safety Act:
The health and safety put a duty on the
holders of the venue or event planner to
ensure that people are safe in the premises.
They need to protect the public’s health and
welfare at the venue and on the way to the
venue. If this act is violated, then this can
give the risk of somebody suing the person
at fault. This is the reason you must ensure
risk assessments must be taken to ensure the safety of everyone. You also need to
make sure that fire exits are accessible to wheelchair users and people who are
disabled in case of a fire. The venue must have regulations in place in case of a fire.
2|Page
