Explore the role of an event organiser
An event organiser needs to be reliable as they are organising an event. If they were not
reliable then people will not want them in charge of their event, because they will not be able
to trust them. They will need to be organised and they will also need to have a professional
approach because they will be the ones who will organise the event. Which will include
organising the venue, planning the event and much more.
Explain the role and skills required to be an effective events
planner
There are 7 different roles and responsibilities that an event organiser has organising the
venue, location, organising the catering, planning and reserving facilities, setting up the
program, preparing and distributing documents and organising the contracts.
Venue
The first part of organising an event is to find the perfect venue to hold the event when doing
this the event organiser will need to take into account that the venue will set the scene for the
type of event that will take place. They will also need to get and take the clients cost into
consideration as the client will most likely have a budget. The event organiser will also need
to consider how many people their client will want to attend their function and how many
people can be seated at the venue. Whilst they are thinking about the venue the event
organiser will also need to consider how the guests will travel to the venue for example car,
minibus or public transport. The organiser will also need to consider if there are any ethical
or beliefs that need to be taken into consideration because it would not be right to hold an
event for vegetarians in a location where the purpose is to sell meat and or fish.
Location
The location that is chosen for the venue will influence how successful the event is. The
location will also be influenced by the people you want to come to the event. The event
organiser also needs to take into account the image that their clients want to create. The
event organiser needs to think about the type of participants because the event might be for
a local business or for the public. If the event is for the local people then the organiser will
need to think and look for the best local location with minimal travel, but if the event has
some regional participation then the event organiser will need to choose a location where the
people going to the event can get to the location easily and they can all get there in a similar
time across the country.
Catering
When trying to decide what catering will be needed for the event, the event organiser needs
to think about what type of food is needed for example a three-course meal for a wedding or
a lunchtime buffet for a business meeting. The organiser will need to talk to their client and
ask them what food they think they might need. They will also need to think about whether
they need a caterer or not because the business might decide to bring their own food or not
have it at all. If the client does decide to have a caterer and the organiser will need to check
to make sure that the caterers have all the correct certificates and certification and they will
also need to make sure that they follow the FSA guidelines.
,Planning and researching facilities
An event organiser will need to make sure that everything goes to plan to make the event a
success. This includes making sure that the event does not clash with any other event that
might stop people going to your client’s event. If there are too many events that are similar
happening in the same week then this may mean that your client’s event may have poor
attendance. The time of year will also affect the planning of the clients' event because the
event organiser will need to think about whether the event will be held inside or outside. You
are also more likely to hold events outside in late spring and summer. If the event is linked to
a specific charity, festival or tradition it will need to be held at the same time for example if
you are going to do an event for the Hindu festival Diwali you would most likely want to host it
on the same day which this year is November 4th. The event may also depend on other factors
such as if the supplies for the event are only available at certain times of the year such as
Easter eggs for an Easter egg hunt.
The event organiser will also need to plan if there is physical equipment or provisions are
needed in order to run the event. This can include the IT equipment, special entertainment or
if their client will need things like wheelchair or mobility access, toilets, parking, or Wi-Fi
Large events will take more planning and will require lots of facilities. This could include:
Cash machines because the event organiser might want people to buy goods such as food or
merchandise whilst at the event. They may also need first aid facilities just in case anyone
gets hurt. The large event may possibly need a baby changing area if they are expecting lots
of parents with young children. Police or stewards might need to be put into consideration if
there will be large numbers of people such as at a music festival like Glastonbury or the Isle of
Wight festival. You may also need the facilities for animals such as water bows and toilet
facilities for an event that might need service dogs. The event might also need power. You will
also need to think about whether the event needs signs or banners. It will show people where
to go and that the event is happening. You may also need to get some bunting or other
decorations to show where the event is happening. There may also need to be some
additional parking in place. The event may also need some extra rubbish collection for
during and after the event. The event might also need refreshments such as water especially
if the event is a run or some form of sport. And finally, you might need to get a cleaning
company or volunteers to help with the cleaning up process when the event finishes.
Setting up the program
When setting up the program, the event organiser will need to think about the program, which
means that they will have to think about what time everything going on at the event happens
so the attendees can maximise their time at the event. For example, at a music festival such
as Glastonbury, there will be a list of each performer and what time they are performing so
that the people attending the event know when their favourite artist might be performing.
There are different types of programs that might be used for an event. These might be a
program where there are multiple things to do and the attendees can choose what they want
to do. Another type of program would be where the attendees are following the same
structure of events.
The length of the event will affect the program because if it is an all-day event you might need
to include coffee and lunch breaks. Longer multi-day events might need to have
accommodation and include breakfast.
, Preparing and distributing documents
Most event organisers will provide their clients with some documents either in as a hard copy
i.e. physical documents or they may give them just a soft copy i.e. pdf that can be emailed to
as many people as need be. These documents can be distributed whenever but they are most
likely to be given out either before the event, during or at the end. Soft copies of the
documents are often preferred for environmental reasons. Documents can also be supplied
on a USB stick or given out in things such as goodie bags by the event organiser. The
documents can also be put on to a password-protected website where people with the
password can view the documents.
There may be lots of different documents that are needed to support the event such as
background information about the event such as the purpose of the event or the target
audience and much more. There might also need to be a schedule of events that will tell the
event organisers, clients, what is happening at their event and when. There might need to be
papers for the event such as previous meeting minutes. They might also need to have
information about the organisations involved with the event.
The people holding the event might also need to give their attendees a list of contacts for
further information. They might need to hand out some flyers or brochures during the event.
Before the event is due to take place you may need to provide the people attending the event
with a document that explains how they will be able to travel there for example by car, bus,
train or plane. The event organisers might need to give their clients and the people attending
the event a document with the accommodation arrangement on.
One of the last documents that the event organiser might give their clients might be a dietary
requirements form especially if they are serving food at the event. The final document that
the event organiser will be required to fill out is a risk assessment form. You need to complete
one of these forms so that the people at the event know the health and safety risks.
Companies will need to distribute important documents before the event because it might be
a formal meeting and if you have people speaking they will need to see the schedule so that
they know when and how long they will be speaking for. The schedule might also be posted
on the companies website so that people who are interested can see what will be discussed.
Sending paperwork out before the event is important so that people can do some reading
prior to the event. This might include biographies of people who are speaking or forms such
as dietary requirements.
The event organiser might want to have a consultation with different groups of people so that
they can find out what type people are likely to attend. Consulting different groups of people
that are likely to attend the event might lead to extra items being added to the schedule.
When planning a business event such as staff training or a formal meeting the organiser will
need to think about what the staff will learn from the event? How will the business benefit
from the event? How much time can the company dedicate to the event?.
Contracts
Many events will require people to sign contracts either verbally or in writing. The contracts
will set out the prices for the individual parts of the event, which might include the venue,
catering, insurance, advertising and promotions and much more.
There can also be separate arrangements made with other suppliers this may include
suppliers used to book the accommodation or hiring equipment.
An event organiser needs to be reliable as they are organising an event. If they were not
reliable then people will not want them in charge of their event, because they will not be able
to trust them. They will need to be organised and they will also need to have a professional
approach because they will be the ones who will organise the event. Which will include
organising the venue, planning the event and much more.
Explain the role and skills required to be an effective events
planner
There are 7 different roles and responsibilities that an event organiser has organising the
venue, location, organising the catering, planning and reserving facilities, setting up the
program, preparing and distributing documents and organising the contracts.
Venue
The first part of organising an event is to find the perfect venue to hold the event when doing
this the event organiser will need to take into account that the venue will set the scene for the
type of event that will take place. They will also need to get and take the clients cost into
consideration as the client will most likely have a budget. The event organiser will also need
to consider how many people their client will want to attend their function and how many
people can be seated at the venue. Whilst they are thinking about the venue the event
organiser will also need to consider how the guests will travel to the venue for example car,
minibus or public transport. The organiser will also need to consider if there are any ethical
or beliefs that need to be taken into consideration because it would not be right to hold an
event for vegetarians in a location where the purpose is to sell meat and or fish.
Location
The location that is chosen for the venue will influence how successful the event is. The
location will also be influenced by the people you want to come to the event. The event
organiser also needs to take into account the image that their clients want to create. The
event organiser needs to think about the type of participants because the event might be for
a local business or for the public. If the event is for the local people then the organiser will
need to think and look for the best local location with minimal travel, but if the event has
some regional participation then the event organiser will need to choose a location where the
people going to the event can get to the location easily and they can all get there in a similar
time across the country.
Catering
When trying to decide what catering will be needed for the event, the event organiser needs
to think about what type of food is needed for example a three-course meal for a wedding or
a lunchtime buffet for a business meeting. The organiser will need to talk to their client and
ask them what food they think they might need. They will also need to think about whether
they need a caterer or not because the business might decide to bring their own food or not
have it at all. If the client does decide to have a caterer and the organiser will need to check
to make sure that the caterers have all the correct certificates and certification and they will
also need to make sure that they follow the FSA guidelines.
,Planning and researching facilities
An event organiser will need to make sure that everything goes to plan to make the event a
success. This includes making sure that the event does not clash with any other event that
might stop people going to your client’s event. If there are too many events that are similar
happening in the same week then this may mean that your client’s event may have poor
attendance. The time of year will also affect the planning of the clients' event because the
event organiser will need to think about whether the event will be held inside or outside. You
are also more likely to hold events outside in late spring and summer. If the event is linked to
a specific charity, festival or tradition it will need to be held at the same time for example if
you are going to do an event for the Hindu festival Diwali you would most likely want to host it
on the same day which this year is November 4th. The event may also depend on other factors
such as if the supplies for the event are only available at certain times of the year such as
Easter eggs for an Easter egg hunt.
The event organiser will also need to plan if there is physical equipment or provisions are
needed in order to run the event. This can include the IT equipment, special entertainment or
if their client will need things like wheelchair or mobility access, toilets, parking, or Wi-Fi
Large events will take more planning and will require lots of facilities. This could include:
Cash machines because the event organiser might want people to buy goods such as food or
merchandise whilst at the event. They may also need first aid facilities just in case anyone
gets hurt. The large event may possibly need a baby changing area if they are expecting lots
of parents with young children. Police or stewards might need to be put into consideration if
there will be large numbers of people such as at a music festival like Glastonbury or the Isle of
Wight festival. You may also need the facilities for animals such as water bows and toilet
facilities for an event that might need service dogs. The event might also need power. You will
also need to think about whether the event needs signs or banners. It will show people where
to go and that the event is happening. You may also need to get some bunting or other
decorations to show where the event is happening. There may also need to be some
additional parking in place. The event may also need some extra rubbish collection for
during and after the event. The event might also need refreshments such as water especially
if the event is a run or some form of sport. And finally, you might need to get a cleaning
company or volunteers to help with the cleaning up process when the event finishes.
Setting up the program
When setting up the program, the event organiser will need to think about the program, which
means that they will have to think about what time everything going on at the event happens
so the attendees can maximise their time at the event. For example, at a music festival such
as Glastonbury, there will be a list of each performer and what time they are performing so
that the people attending the event know when their favourite artist might be performing.
There are different types of programs that might be used for an event. These might be a
program where there are multiple things to do and the attendees can choose what they want
to do. Another type of program would be where the attendees are following the same
structure of events.
The length of the event will affect the program because if it is an all-day event you might need
to include coffee and lunch breaks. Longer multi-day events might need to have
accommodation and include breakfast.
, Preparing and distributing documents
Most event organisers will provide their clients with some documents either in as a hard copy
i.e. physical documents or they may give them just a soft copy i.e. pdf that can be emailed to
as many people as need be. These documents can be distributed whenever but they are most
likely to be given out either before the event, during or at the end. Soft copies of the
documents are often preferred for environmental reasons. Documents can also be supplied
on a USB stick or given out in things such as goodie bags by the event organiser. The
documents can also be put on to a password-protected website where people with the
password can view the documents.
There may be lots of different documents that are needed to support the event such as
background information about the event such as the purpose of the event or the target
audience and much more. There might also need to be a schedule of events that will tell the
event organisers, clients, what is happening at their event and when. There might need to be
papers for the event such as previous meeting minutes. They might also need to have
information about the organisations involved with the event.
The people holding the event might also need to give their attendees a list of contacts for
further information. They might need to hand out some flyers or brochures during the event.
Before the event is due to take place you may need to provide the people attending the event
with a document that explains how they will be able to travel there for example by car, bus,
train or plane. The event organisers might need to give their clients and the people attending
the event a document with the accommodation arrangement on.
One of the last documents that the event organiser might give their clients might be a dietary
requirements form especially if they are serving food at the event. The final document that
the event organiser will be required to fill out is a risk assessment form. You need to complete
one of these forms so that the people at the event know the health and safety risks.
Companies will need to distribute important documents before the event because it might be
a formal meeting and if you have people speaking they will need to see the schedule so that
they know when and how long they will be speaking for. The schedule might also be posted
on the companies website so that people who are interested can see what will be discussed.
Sending paperwork out before the event is important so that people can do some reading
prior to the event. This might include biographies of people who are speaking or forms such
as dietary requirements.
The event organiser might want to have a consultation with different groups of people so that
they can find out what type people are likely to attend. Consulting different groups of people
that are likely to attend the event might lead to extra items being added to the schedule.
When planning a business event such as staff training or a formal meeting the organiser will
need to think about what the staff will learn from the event? How will the business benefit
from the event? How much time can the company dedicate to the event?.
Contracts
Many events will require people to sign contracts either verbally or in writing. The contracts
will set out the prices for the individual parts of the event, which might include the venue,
catering, insurance, advertising and promotions and much more.
There can also be separate arrangements made with other suppliers this may include
suppliers used to book the accommodation or hiring equipment.
