Handout 1: Understanding event organisation PowerPoint presentation Contribute to the organisation of an event Handout 1: Understanding event organisation

Today’s objectives Introduction to the course and scheme of work General housekeeping Understand the roles, responsibilities and accountabilities of people involved in events Understand the different types of events Understand the different types of resources required to make an effective event Understand the different needs of attendees at events Understand the requirements of health, safety and security at events How to deal with types of problems that may occur during events and how to deal with them After going through slide, complete initial ice breaker with candidates. Show demonstration of SmartScreen. Go through Scheme of work with learners to give understanding of delivery pattern and assessment methods.

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 Complete discussion with learners on each job role. Explain that this will differ depending on the organisation and the event.

What type of events do businesses run? Group discussion What type of events do businesses run? Complete group discussion on what type of events that can occur. Put results onto flipchart.

Types of events Annual General Meeting (AGM) Trade shows Training conferences Academic conferences Team-building event Awards ceremony Seminars Weddings These are just some of the events that businesses may run, however depending on the sector there are considerably more… Compare results of learner choices with main themes above. You will need to re-enforce that this is just the common themes, however many other types of events do occur depending on business and sector. Give some examples.

Annual General Meetings Formal meeting held once per year by companies Legal requirement to be held Attended by senior representatives of the company such as directors To discuss accounts, performance and election of directors of the company Usually completed by Ltd, Plc and voluntary organisations Need to explain that this is carried out by Ltd and Plc companies. Ask the learners if they know the difference between Plc and Ltd.

Used to showcase products and services that companies offer Trade shows Used to showcase products and services that companies offer Usually not open to the general public Generally held in large exhibition centres Large event Give an example of a trade show. Could link to a trade show website.

Training and academic conferences and seminars Used to train both internal and external customers on a set of learning objectives Can be held in-house or external venues Can be over one or a multiple of days Give this lesson as an example. Ask the learners to think about what type of resources that the tutor has had to prepare for the event. This will link well into the next assessment criteria.

Used to create more effective working environments for employees Team-building events Used to create more effective working environments for employees Generally held away from the workplace Informal environment Can involve both indoor and outdoor activities Give an example and reasons why businesses may use a team-building event.

Used to celebrate success on achievements Awards ceremonies Used to celebrate success on achievements Delivered in a formal environment Can also incorporate other events such as dinners and after-show activities Get learners to think about any events that they have attended within school, college or the workplace. You can get them to think about the type of things that the event organiser would have had to think about.

Used to discuss a particular subject or topic Seminars Used to discuss a particular subject or topic Delivered in a formal environment Can also incorporate other events such as dinners and after-show activities Get learners to think about any events that they have attended within school, college or the workplace. You can get them to think about the type of things that the event organiser would have had to think about.

Usually both an all day and evening event Weddings Celebration event Varies in size Usually both an all day and evening event Get learners to think about any events that they have attended within school, college or the workplace. You can get them to think about the type of things that the event organiser would have had to think about.

Resources required to make an effective event Delegate packs Refreshments Meals Audio/visual Rooms Stationery Identification badges Welcome packs Sales materials Accommodation Discuss each resource, what it is and why we would need it. Ask the learners to think of other resources that they can think of. Complete Worksheet 1. What else can you think of?

What else can you think of? Needs of attendees Venue Dietary Audio/visual Access Logistics Language What else can you think of? Go through each need. Complete a discussion with the learners to see what else they can think of. This discussion can link well into equality and diversity strands. Complete Activity 1.

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? Group discussion. You will need to ensure that you reiterate the importance of risk assessment. It would be a good idea to hand out an example of a completed risk assessment so they can understand the reasons and method behind it.

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. What else can you think of?

Questions? Recap on learning outcomes. Complete Multiple choice questions 1.