1. Handout 3: Setting up an event
PowerPoint presentation
Contribute to the organisation of an event
Handout 3: Setting up an event

2. Recap on previous session
Today’s objectives
Recap on previous session
Identify different room layouts and select the best for the event
Identify all resources are in place pre event
Identify the standards required to present the organisation in a positive way
Recap on previous session, go through learning objectives of today.

3. 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.

4. U-shaped
Give examples of room layout.

5. Boardroom
Give examples of room layout.

6. Theatre
Give examples of room layout.

7. Classroom
Give examples of room layout.

8. Cabaret
Give examples of room layout.

9. Dinner/dance
Give examples of room layout.

10. Selecting the best layout
What room layout would you choose for the following scenarios:
Sales seminar with over 250 delegates
AGM with 6 delegates
A training session with 20 delegates?
Group discussion

11. Getting it right on the day
Before any event it is important to ensure that all resources have been identified and are available.
What resources do you think we need to check?
Group discussion

12. Getting it right on the day
Break-out rooms
Refreshments
Lunch/dinner
Delegate packs
Health and safety
Audio/visual equipment
Stationery
Recap on discussion to check understanding.

13. Manage your time effectively
On the event day, there will be a lot happening quickly and it can be easy to lose track of your objectives.
What could we do to ensure this doesn’t happen?
Group discussion

14. Manage your time effectively
Checklist
Allowing enough time
Have resources available the day before
Plans in place for problems that could occur
Recap on discussion to check understanding.

15. Project professionalism
Its 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

16. 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.

17. Do’s and Don’ts Novelty tie Neatly trimmed, clean nails
Mobile phone on
Dark socks
Limited aftershave
Little or no jewellery
Discreet belt
Sportswear
Visible tattoos
Novelty socks
Conservative tie
Chewing gum
Neat, professional hairstyle
Baseball cap
Portfolio or briefcase
Clean, smart, professional shoes
Personal stereo on
Dirty shoes
White or co-ordinating pale coloured long-sleeve shirt
Visible body piercing
Group activity, select what is a DO and what is a DON’T.

18. Do’s and Don’ts Mobile phone on Dirty shoes
Light natural-looking make-up
Matched light hosiery
Visible tattoos
Manicured nails
Visible body piercing
Jeans
Personal stereo on
Excessive jewellery
Excessive make-up
Visible underwear
Hipster trousers
Solid colour, conservative skirt or trouser suit
Sportswear
Coordinating blouse or skirt
Neat professional hairstyle
Conservative low-heeled shoes
Chewing gum
Low-cut tops
Sandals or dirty shoes
Portfolio or briefcase
Limited perfume
Simple jewellery
Group activity, select what is a DO and what is a DON’T.

19. What would your impression be?
Make a good impression
What would your impression be?
Group discussion, WHY?

20. What would your impression be?
Make a good impression
What would your impression be?
Group discussion, WHY?

21. What would your impression be?
Make a good impression
What would your impression be?
Group discussion, WHY?

22. What would your impression be?
Make a good impression
What would your impression be?
Group discussion, WHY?

23. What would your impression be?
Make a good impression
What would your impression be?
Discussion

24. 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.

25. Organisational values and standards
Values: Principles or standards of behaviour Standards: A level of quality or attainment

26. Organisational values and standards
Organisations will have a set of values and standards because:
They provide us with a framework of how we treat one another
They provide us with a framework of how we treat our customers
They help us make sense of our working life and how we fit into the bigger picture
They provide us with a framework of the overall company vision, strategy and goals

27. Organisational values and standards
What values standards does your organisation have?
Complete group discussion.

28. Questions? Recap on learning outcomes.
Complete Multiple choice questions 2.