BTEC Business Level 3: Unit 4 - Managing an Event Assignment 1 (P1, P2, M1, D1) (Distinction)

Could I be an Event Organizer?

P1 - Explain the role and skills required to be an
effective events planner
A public gathering for the purpose of celebration, education,
marketing, or reunion is known as an event. The scale, type,
and context of events can all be used to classify them. An
event organizer is a person who prepares and schedules all
aspects of a professional event. The following are some of the




roles that an event manager must fulfil:

Venue
Many factors must be considered by the event organiser when
planning the venue. They must think about the following:
 How many people are expected to attend the event, and
how big should the venue be depending on that number
 If the location of the venue is difficult to locate, post signs
to guide customers to the event.
 How much the venue costs to hire.
 Organizing the layout of the event (floorplan)

Location
When organizing the location, the event organizer needs to
think about:


, 

 Makin g sure that the venue can be easily accessible
 Finding ways to ensure that the consumer has a nice
experience at the event
 Arranging appropriate signs, such as banners, to notify
customers that they have arrived at the correct spot.

Catering
The event planner must consider the following things when
planning the catering for the event:
 Whether or not the location can provide catering or
whether it must be hired by a different business..
 Making sure that all types of consumers, such as vegans,
vegetarians, and others, are catered for.
 Checking dates on food and certificates, among other
items, to ensure that all food given is safe.

Planning and Reserving Facilities
The event organizer's most critical task is likely to be planning
and reserving. When planning and reserving, they must
consider the following:
 Ensure that the event does not overlap with any other
activities that the target audience might be attending or
planning to attend.
 If the event is held outdoors, the weather must be
considered, and cover or other suitable steps must be taken
as a result of the weather.
 Organize medical and first-aid services, such as first-aid
tents and workers that go around checking on everyone.
 Assuring that there is enough power to operate all of the
equipment that will be used.
 Assuring that there is sufficient room for people who use
wheelchairs. This involves ensuring that any doors that are
above ground level have ramps.

Setting-up the Programme

, When planning an event, an event manager would need to put
together an event programme, which will contain the following
things:
 Time the event starts
 Time the event ends




Preparing and Distributing Documents
The preparation and distribution of documents is an essential
part of event management. To fulfil this function, the event
organizer must be extremely well organized. They will have to
consider the following things:
 Ensuring that the documents submitted are sent to the
correct recipient.
 To ensure the documents are easily understood, keep them
short and precise.
 Taking notes and creating documents about everything that
occurs; for example, how long team meetings last, budget
adjustments, and so on.
 Risk assessment paper is also very important

Food Hygiene
The Food Standards Department is in charge of food safety and
sanitation throughout the United Kingdom. They cooperate with
local authorities to ensure that food is safe to consume.
The FSA (Food Standards Agency) helps in the prevention of
disease and supports companies in upholding food quality
standards.
The dates in which the food goes out of date, as well as
certificates such as the red tractor, which certifies that the food