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

2. 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.

3. 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.

4. 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.

5. 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.

6. 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.

7. 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.

8. 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.

9. 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.

10. 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.

11. 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.

12. 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.

13. 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?

14. 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.

15. 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.

16. 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?

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