event assignment

Managing a

Business Event

Unit 18

Group Name ………………………………..

Tutor/s………….……………….

Managing an Event 1

ASSIGNMENT ASSESSMENT PROFILE – BTEC National Level 3 Business

Candidate Name:

Unit Number: 18 Unit Title: Managing a Business Event Issue Date: Due Date:

To achieve a ‘Pass’ grade your work must show the following:

Completed to a

satisfactory level

Feedback / Referral Action Required

P1 Describe the skills required of an event organiser

P2 Explain the role of an event organiser

P3 Prepare a plan for a business event

P4 Arrange and organise a venue for a business event, ensuring health and safety requirements are met

P5 Provide support for the running of an event

P6 Produce guidelines for dealing with problems

P7 Carry out follow-up activities after a business event

P8 Review the success of the business event.

To achieve a ‘Merit’ grade your work must show the following:

Completed to a

satisfactory level

Feedback

M1 Assess the importance of meeting organisational an legal requirements when planning a business event

M2 Analyse the arrangements made by an event organiser to plan a business event

M3 Evaluate how a business event can inform future planning

To achieve a ‘Distinction’ grade your work must show the following:

Completed to a

satisfactory level

Feedback

D1 Evaluate the management of a business event making recommendations for futureimprovements

D2 Evaluate feedback from delegates participating in the event.

Summative Feedback:

Managing an Event 2

Target for the next unit/s

AssessmentDecisionGrade:

Assignment has been recorded:

On the Student Record Card

Yes

On the Spreadsheet

Yes

Remember to file this folder in the students box.

Assessor’s Signature: ..........................................

Date: ………………

IV’s Signature: ………………...…………….......

Date: ………………

_____________________________________________________________

I confirm that this assignment is my own work.

Student’s Signature: …………………….....….

Date: ………………

Managing an Event 3

Introduction

This unit is different to other units you have previously studied.

It is different because:

You have multiple staff supporting you with it.

It runs for the whole academic year.

It provides you with a lot of freedom to design and manage the work in a way you want to.

Your academic tutor is …………………………………………….. This person will mark the work and is your first point of call regarding assessment and grades. Other staff will support you with your project and completion of assignments, but will not mark work.

Managing an Event 4

Topic 1 – Understand the role of an event organiser

Detail below what type of business events take place

What does ‘Networking’ mean?

Why would it be an advantage to Network?

Managing an Event 5

Business Events

What is the role of an event organiser?

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

What type of skills does an event organiser need?

1.

2.

3.

4.

5.

6.

7.

8.

9

10.

Managing an Event 6

What type of requirements might an organisation have for an event?

What type of legal requirements might an organisation have to meet?

Managing an Event 7

Potential organisational requirements

Potential Legal Requirements

Consumer Protection Legislation

What is it?

How does it support organisations?

How would it support an event organiser?

Managing an Event 8

You will listen to 2 event organisers; you might want to make notes below to help you with P1/ P2 /M1.

Speaker 1 - Name …………………………………………………………..

Who do they work for?

What is their job?

What type of events do they arrange?

Explain their role?

What organisational requirements do they have to meet?

Why is it important they meet the needs of organisations?

Managing an Event 9

What legal requirements do they have to meet?

Why is it important they meet the legal requirements?

What would happen if a supplier didn’t meet their legal requirements for an event?

How does consumer protection legislation support their event planning and management?

What type of skills do they need to do the job well?

Top Tips for event organisation …..

Managing an Event 10

Speaker 2 - Name …………………………………………………………..

Who do they work for?

What is their job?

What type of events do they arrange?

Explain their role?

What organisational requirements do they have to meet?

Why is it important they meet the needs of organisations?


What legal requirements do they have to meet?

Why is it important they meet the legal requirements?

What would happen if a supplier didn’t meet their legal requirements for an event?

How does consumer protection legislation support their event planning and management?

What type of skills do they need to do the job well?

Top Tips for event organisation …..


Visiting an Event

What is the event?

How many people on average attend the event? (Take a guess!)

Do you think the event was well organised?

Why?

If you were to organise the event – what would you do differently?

List agencies and support organisations you think have been involved in the planning and running of the event.


Assessment Activity

Unit 18 - P1 / P2 / M1

This task is to be completed individually as a word document.

1. Describe the role of an event organiser. What do they do? Put it into context of an event you have visited.

2. Outline the skills needed for the successful planning and running of a business event. Provide examples of people that have these skills.

3. Explain the importance of meeting organisational and legal requirements. Provide examples.

3. Explain the importance of suppliers to an event. How can suppliers impact the planning and running of an event?

4. Explain consumer protection legislation. Why is it important to be knowledgeable about legal protection when planning an event? Provide examples, for example covering faulty equipment.


Topic 2 – Micro-Event

The rest of the assignment is based upon 2 events you will plan, manage and run.

Event 1 – Micro Event. This will be completed first and will be small in scale. This event is a learning experience, you will learn as you go along how to organise and run an event. This should be completed before Christmas.

Event 2 – Real Event. This is the event you will be assessed on. The experiences you learnt from the micro-event will help shape this event. This should be completed January to June.

Basic Information

Team Name ……………………………………………………………

Team members ………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

Types of events

(Formal / informal / routine / non-routine)


Your Ideas (Micro- event):

Your Potential Ideas (Real-event)

For both events you will need to create a brief. This is a document that shows your planning as a team. Depending on the event you may need to add more sub-headings.

TASK

For your micro-event you need to:

- Decide upon your event. Please make sure this is realistic, you will actual have to do it!

- Write an event brief

- Use project planning software that details what needs to be done, by whom and by when.

You need to plan this event in your teams and then explain your brief in a meeting on ………………………………………………………

If the brief gets signed off at the meeting you will then run the event.

IMPORTANT: From now on you must complete the team log book every session.


Use the mind-maps below to detail what you think you might have to take into consideration when planning and running your event.


Prior Arrangements


Venue & Resources

Event Support/Health & Safety

Event TitlePurpose of Event There may be one primary purpose and a selection of secondary purposes.

Goals How will you judge the success of an event?

DateTimePlace / VenueCompany Involvement Are any organisations supporting the event?

Estimated Size Amount of people attending

Target AudienceEstimated Total CostEstimated break-down of cost

List all individual expected costs.

Payment How do you intend to pay for the event?

Organisers List people involved & their key responsibilities

Key methods of promotion

How will you invite people to your event?

Key milestones in the planning

What are the main dates/arrangements that need to be met for a successful event?

Special guest / speakerTravel arrangementsAgenda of the event.Initial Health & Safety/Security concerns.

Event Brief

Once your event is signed off you will then run the event

Planning


Key Milestones

What? Who is responsible? When for?

Spare page for notes


Spare page for notes


Learning by Doing …..


Area Thoughts and Reflections

The type of event

Key learning point:

The brief

Key learning point:

Scheduling/ timings / allocation of work

Key learning point:

The venue or location

Key learning point:

Organising the resources necessary

Key learning point:

Communication (Before & During)

Key learning point:


Trouble-shooting

Key learning point:

Health & Safety/ SecurityKey learning point:

Follow-up after the eventKey learning point:

Key learning point:

Key learning point:

Key learning point:


Topic 3 –Actual Event

You will now plan and run your actual event that you will be assessed on. Please note that all team members need to take part in planning the event and be part of the actual event.

Remember to use your reflective thoughts from your micro-event to guide you.

TASK – P3, P4, P6 and P7

You need to create as a group a portfolio of evidence. In your portfolio you will have:

1. An introductory statement about your event2. A fully developed and justifiable brief (see template on p19)3. A schedule of key activities that need to be completed4. A detailed plan of when these activities are going to take place using

appropriate software.5. A schedule of the event (what will happen on the day)6. A guideline for how to deal with problems on the day (provide examples of

potential problems and solutions)7. A detailed explanation of the health and safety considerations8. A detailed explanation of the security considerations9. An ncn risk assessment10. A report explaining how the follow-up activities will be completed after the

event, including the coordination of people, resources and money. 11. Evidence that follow up activities have been completed

Please detail below when this will be completed. Again you will need to have a sign off meeting with at least two members of staff.

Portfolio completed ……………………………………………………………

Sign off meeting ……………………………………………………………….

Event Date …………………………………………………


Task – P5

An observation form will be completed by a member of staff of the event and how you conduct yourself at the event.

Event ObservationStudent NameStaff MemberDateEventEvidence that the student has:

Greeted guests

Checked equipment is workingRecorded attendanceMake sure Health and Safety requirements are being met.Make sure that guests security is a priorityCommunicated with most guestsEnsured guests have the correct documentsBeen in the right place at the right timeFollow up activities have been completed wellThe student has

Been appropriately dressedConducted themselves in a helpful and professional mannerHas shown effective time management skillsHas been able to problem solve


Topic 4 – Review and Evaluate

Assessment Activities - P8, M2, M3, D1 and D2

An individual task, completed on a word document.

You need to consider the following.

1. Review the success of the event (P8)

i. What is your opinion on how well the event was organised?

ii. How well did you and the team do with supporting the event?

iii. Did you meet the events objectives? Discuss whether it was easy or

not to meet them.

2. Analyse the arrangements you made for the event (M2)

i. Compare your micro-event and your actual event, what were the

similarities in arranging the events?

ii. What were the differences in arranging the event?

iii. Is there anything you did in your first event you wished you had

completed in the second?

iv. How well did you use the brief in both events? Analyse how useful

you found creating a brief.

3. Evaluate how a business event can inform future planning & evaluate the feedback

you gathered from the event (M3 & D2)

i. Explain which method of guest evaluation you used

ii. Justify your reason for using this method

iii. Are there other methods of evaluation you could have used? Why

didn’t you use them? Do you think you would have got better results

if you had?

iv. What are the main strengths your guests highlighted?

v. What are the main areas to improve your guests highlighted?


vi. Do agree with the feedback you received (including from the tutor on

the management of the event)? justify your thoughts.

vii. What key pieces of information did you get from your evaluations?

viii. How do you think information from these events can inform future

events and future plans for organisations? (in general)

4. Evaluate the management of a business event, making recommendations for

improvements (D1)

i. Following on from your previous analysis you need to now bring your

comments together, what are your key thoughts on the success of the

event?

ii. Create 3 recommendations for how you would in future improve the

management of an event.

iii. Justify the importance of each of these recommendations.


event assignment

Documents

business event unit

business event p8review

business event m2analyse

business event m3

business event p4arrange

event organisers

event organiser p2explain

event organiser p3prepare