PowerPoint presentation Contribute to the organisation of an event Handout 5: Recap

Recap on event organisation Recap on pre-event actions Today’s objectives Recap on event organisation Recap on pre-event actions Recap on setting up for an event Recap on carrying out post-event actions Recap on previous session, go through learning objectives of today.

Who gets involved in an event? Event manager/event planner Overall responsibility of the event which include concept, design and delivery end to end. Event co-ordinator Overall responsibly for co-ordinating with all parties such as suppliers, venues and attendees. Administrator Responsible for arranging pre-event information and gathering post- event information. Delegates/attendees The guests attending the event.

Types of events Annual General Meeting (AGM) Trade shows Training conferences Academic conferences Team-building event Awards ceremony Seminars These are just some of the events that businesses may run, however depending on the sector there are considerably more.

Resources required to make an effective event Delegate packs Refreshments Meals Audio/visual Rooms Stationery Identification badges Welcome packs Sales materials Accommodation

Health, safety and security It is important to ensure that this is always considered before any event. What do we think we should think about when we are planning our event?

Problems that can occur Weather Venue cancellations Hospitality cancellations Delegate cancellations Stationery does not arrive Delegate packs do not arrive Dietary requirements are not met Projector failure Complete group discussion with learners. Discuss each problem giving them a scenario and ask how they would deal with it. Complete Activity 2. Complete Worksheet 2.

Collating delegate responses It is vital to ensure that you collate delegate information prior to the event, which will include: Delegate personal information Confirmation of attendance Special requirements. Pre-event information should be collated as early as possible prior to the event to ensure effective planning.

Special requirements of attendees Some attendees may have special requirements that you may need to accommodate. This could include: Dietary requirements Accessibility requirements Language requirements. Give examples of requirements that could come up.

Special requirements of attendees Equality strands Age Race Sexual orientation Gender Faith and belief Disability Discuss each strand with the learner, ask the learners to give a positive of a strand being met and a negative of when a strand is not being met.

Event type and objectives Number of delegates Room constraints Room layouts There a number of room layouts that you can select to best optimise your event. There are a number of factors that you need to consider when choosing your room layout, such as: Event type and objectives Number of delegates Room constraints Event delivery style. Discuss the factors that learners need to consider when selecting a room layout.

Getting it right on the day Break-out rooms Refreshments Lunch/dinner Delegate packs Health and safety Audio/visual equipment Stationery

Manage your time effectively Checklist Allowing enough time Have resources available the day before Plans in place for problems that could occur

Project professionalism It is always important to represent your organisation in a positive manner. This is especially as important during an event. Some key things to remember: Appearance Tone of voice Choice of words Posture.

First impression – 7 SECONDS! You are evaluated by everyone every day. People look at your visual and behavioural appearance from head to toe. They even listen to your tone of voice. Demeanour, mannerisms, body language and even grooming are assessed. You make a lasting impression instantly. You may impress some and disenchant others.

Listening techniques When you are conversing with a customer, learn to tune out all distractions and focus totally on what your subject is saying. As the customer speaks, concentrate on what the customer is saying (rather than thinking about how you want to respond). Otherwise, you will miss the fine points that could lead to more probing questions and more valuable information. Do not interrupt. People like to talk and do not like to be cut off. Once customers exhibit a willingness to talk, you should focus on the information they want to provide rather than trying to interject your own opinions, which may cause them to ‘clam up’. Do not just listen to their words. Also focus on the of tone, inflection and body language. These can be as telling as the words themselves, because they reveal how the customer feels. Make eye contract with the customer to show that you are paying attention. Add in group activity to demonstrate active listening techniques.

Evaluation Some ways of completing an evaluation include: Completing surveys with delegates Analysing sales figures Face to face feedback with delegates Comments cards. Selecting the best method of evaluation will be dependent on the event being held.

Completing surveys with delegates Analysing sales figures Evaluation Completing surveys with delegates Analysing sales figures Face-to-face feedback with delegates Comments cards

Self-evaluation It is also important to evaluate your own performance through self- evaluation so that you can continue to improve your own performance in your job role. You can design a simple questionnaire that you can rate yourself against. You can then ask your line manager to complete the same. This will then give you an idea of areas for improvement for the future.

Questions?