Unit 4 P5 M3 Help Sheet
Assessment Title – Learning Aim C – Develop a detailed plan Tick when
Criteria complete
for a business or social enterprise event
Method Used Using Microsoft Word to write this report
P5 & M3 - Explain factors that need to be considered when producing a
detailed plan for the proposed event
● Name of event Complete the
● Date it will take place P5 Forms
● Location it will take place attached
● Names of participants organising the events
● Roles each person has in the event (or areas they look
after), e.g. team leader, finance, purchasing etc.
● Explain the aims and objectives of the event
● Explain what is the importance and disadvantages of
creating aims and objectives
● Explain how the aims and objectives contribute towards
the event
● Create an excel spreadsheet of your budget (keep track
of all money spent and keep all receipts to help you
complete the budget)
● Discuss your budget, e.g. how much is the budget, how
much will the resources cost. How much do you plan to
raise for charity
● Explain where the money is coming from to fund the
buying of resources
● Explain all the expenditure (money being spent)
● Explain what is the importance and disadvantages of
having a budget
● Explain how the budget contribute towards the event
● List all the resources you will need for the event,
explaining what they will be needed for
● Explain what is the importance and disadvantages of
having different resources
● Explain how the resources contribute towards the event
● Explain the catering requirements you will have (if
applicable)
, ● Explain what is the importance and disadvantages of
having catering requirements
● Explain how the catering requirements contribute
towards the event
● Discuss the venue and its facilities it will take place in
● Explain why you chose that venue (area)
● Explain the facilities and access/parking that will be
needed for the event (if applicable)
● Explain what is the importance and disadvantages of
having the right venue
● Explain how the venue contributes towards the event
● Explain the legal constraints that will be needed for
your event
● Explain what a risk assessment is.
● Create and Conduct a risk assessment
● Explain what main risks were identified and explain how
these risks will be prevented – Negligence Liability
● Explain what is the importance and disadvantages of
adhering to the different legal constraints
● Explain insurance requirements that will be needed
● Explain what is the importance and disadvantages of
adhering to the different insurance requirements
● Explain how the team members will communicate with
each other in organising and running the event (also
methods of communication used, e.g. Google docs etc.)
● Explain what are the contingency plans for your event
and explain the contingency plans you will have in place
for your event?
● Explain what is the importance and disadvantages of
having a contingency plan when staging an event
● Explain what are the reasons for the proposed
contingency plan?
Conclusion:
● Why do these factors above need to be considered
when planning an event?
Key Terminology Words:
• Aims and objectives.
, • Budget: available finance, expected sales figures, banking, cost of resources, expenses such as
venue, catering, staff, travel.
• Resources: flipcharts, Wi-Fi, telephone, display boards, ability to take money, chairs, tables,
computer, Smart Board.
• Venue: size of room, facilities available, car parking, access arrangements.
• Catering: special consideration of dietary needs.
• Legal constraints: contracts, health and safety (risk assessment), negligence liability.
• Team working: allocation of tasks, planning meetings.
• Insurance, including public liability.
• Methods of communication: promotion, letters, invitations.
• Contingency planning: ‘what if’ scenarios, e.g. ‘What if the caterers don’t turn up?’
You must include a bibliography table with each webpage you used. You must detail what you used
each page for. If you use any textbooks for research you must include the name of the textbook and
what you used it for.
P5 Teams and event planning document
Name of your group
Team member name
Team member name
Team member name
Team member name
Name of activity
Brief description of the activity
Assessment Title – Learning Aim C – Develop a detailed plan Tick when
Criteria complete
for a business or social enterprise event
Method Used Using Microsoft Word to write this report
P5 & M3 - Explain factors that need to be considered when producing a
detailed plan for the proposed event
● Name of event Complete the
● Date it will take place P5 Forms
● Location it will take place attached
● Names of participants organising the events
● Roles each person has in the event (or areas they look
after), e.g. team leader, finance, purchasing etc.
● Explain the aims and objectives of the event
● Explain what is the importance and disadvantages of
creating aims and objectives
● Explain how the aims and objectives contribute towards
the event
● Create an excel spreadsheet of your budget (keep track
of all money spent and keep all receipts to help you
complete the budget)
● Discuss your budget, e.g. how much is the budget, how
much will the resources cost. How much do you plan to
raise for charity
● Explain where the money is coming from to fund the
buying of resources
● Explain all the expenditure (money being spent)
● Explain what is the importance and disadvantages of
having a budget
● Explain how the budget contribute towards the event
● List all the resources you will need for the event,
explaining what they will be needed for
● Explain what is the importance and disadvantages of
having different resources
● Explain how the resources contribute towards the event
● Explain the catering requirements you will have (if
applicable)
, ● Explain what is the importance and disadvantages of
having catering requirements
● Explain how the catering requirements contribute
towards the event
● Discuss the venue and its facilities it will take place in
● Explain why you chose that venue (area)
● Explain the facilities and access/parking that will be
needed for the event (if applicable)
● Explain what is the importance and disadvantages of
having the right venue
● Explain how the venue contributes towards the event
● Explain the legal constraints that will be needed for
your event
● Explain what a risk assessment is.
● Create and Conduct a risk assessment
● Explain what main risks were identified and explain how
these risks will be prevented – Negligence Liability
● Explain what is the importance and disadvantages of
adhering to the different legal constraints
● Explain insurance requirements that will be needed
● Explain what is the importance and disadvantages of
adhering to the different insurance requirements
● Explain how the team members will communicate with
each other in organising and running the event (also
methods of communication used, e.g. Google docs etc.)
● Explain what are the contingency plans for your event
and explain the contingency plans you will have in place
for your event?
● Explain what is the importance and disadvantages of
having a contingency plan when staging an event
● Explain what are the reasons for the proposed
contingency plan?
Conclusion:
● Why do these factors above need to be considered
when planning an event?
Key Terminology Words:
• Aims and objectives.
, • Budget: available finance, expected sales figures, banking, cost of resources, expenses such as
venue, catering, staff, travel.
• Resources: flipcharts, Wi-Fi, telephone, display boards, ability to take money, chairs, tables,
computer, Smart Board.
• Venue: size of room, facilities available, car parking, access arrangements.
• Catering: special consideration of dietary needs.
• Legal constraints: contracts, health and safety (risk assessment), negligence liability.
• Team working: allocation of tasks, planning meetings.
• Insurance, including public liability.
• Methods of communication: promotion, letters, invitations.
• Contingency planning: ‘what if’ scenarios, e.g. ‘What if the caterers don’t turn up?’
You must include a bibliography table with each webpage you used. You must detail what you used
each page for. If you use any textbooks for research you must include the name of the textbook and
what you used it for.
P5 Teams and event planning document
Name of your group
Team member name
Team member name
Team member name
Team member name
Name of activity
Brief description of the activity
