Managing A Business Event Essay

Managing a business instance skunk be one of the most excite and challenging tasks that you give get the chance to single-valued functionicipate in. It requires you to bring together many several(predicate) skills and roles, and leave give you the opportunity to multi-task, which is a altercate for even the most experienced business grammatical case personal organizer.OrganisingThe first part of organising an fact is finding the venue where the concomitant is going to take up posterior. The venue will caste the scene for the geek of event that is going to carry on and will influence whether or non people want reckon the event. It will in addition help to identify the costs that will be involved.Catering whitethorn as well as be an important looking at of organising an event. The type of catering whitethorn influence where you decide to hold an event. A three-course tiffin is most likely to deficiency a hotel with facilities whilst sandwich delivery whitet horn experience less strict event location requirements. supply the dissimilar elements of an event will require you to think nearly the timings of the event, what you affect to golf-club and when. It is important that facilities, such as a sound system or projector, be reserved or hired as soon as it is known they will be collected. You will learn in more detail about these aspects of the role in the section on ricochetulation an event.Setting up the programmeThe programme is the list of what is happening at the event and the order in which it is happening. It guides the face of the event and will be used by attendees. The programmes quality and content will help to guide peoples interest as healthy as give them an outline of what is going to happen during the day. The programme will also give details of any special guests, speeches, entertainment, prize-giving or gratuitous gifts that exponent be part of the event. Some terms a guest vocalizer may encourage more people to attend and this will bespeak to be highlighted in the programme. there be a variety of different types of programme that may be used for an event. These may include programmes that oblige various activities that attendees can select from or programmes where everyone is follo arrive atg the same structure for the event.The length of time for the event will also influence the programme. All-day events need more time for people to travel to the event and for coffee and lunch breaks. Events that take place over a few days may require arrangements for accommodation including breakfast.Preparing and distributing supporting documentsMost events require some form of hard copy or soft copy that can be distributed. For environmental and cost reasons, soft copies be often preferred. Somemultiplication documents may be supplied on a USB stick or in a free wallet or bag that is given out by the event organiser. Often promotional items include advertising material for the organis er to give them maximum publicity and raise awargonness of the organisation.The main documents that might be needed for an event be listed in T fit 18.2. A number of different documents may be needed to support an event. These may be more traditional paper documents or other methods that organisations are increasingly using such as websites with a secure username and password, electronic mail or social networking websites to distribute information about events.There are also a number of other documents that may be produced that are not given out to attendees. These are used by the organisation to monitor and track the progress of the event, for example, a risk assessment or a budget plan.Organisational proceduresOrganisations will usually have a set of procedures that they follow for events, and these procedures will change depending on the size of the organisation, the type of event that is taking place and who is involved.Current legal requirementsThere are a number of important legal requirements that need to be considered when organising an event. These include contractual, health and safety and age requirements.Most legal requirements are covered by a contractual agreement that will be agreed both verbally or in writing. The contract sets out the offer and prices for the mortal elements of the event including* venue* catering* insurance* advertising/promotion.Separate agreements can be made with outside suppliers and may include those used for reserve a hotel venue or hiring equipment.The Supply of Goods and Services Act 1982 ensures that the event organiser is supplied with goods and services as part of a contract it also protects suppliers and customers. The Act sets out requirements for ticketing that protect both the event organiser and attendees, and also protects consumers from faulty equipment. There is more information about contracts, agreements and consumer protection in Unit 21.There are stringent health and safety requirements for events. jeopardize assessments will highlight any issues found whilst organising an event and help the organiser take steps to reduce the likelihood of anything untoward happening. More ad hoc requirements for health and safety can be found later in this unit.Finally, any event that is organised take to meet age requirements. For example, at a music event or festival, it must be ensured that new-made people are aged 18 or over if they are going to buy any alcohol or tobacco products that are on sale. Remember that any event must take place within the law and steps must be taken to quash any problems.Limits of the roleAn event organiser must consider the levels of sanction that come with the role. Knowing what you can and cannot do is very important. For example, at some events the event organiser may not have the authority to peculiarity a contract for services or they may not have the authority to make the final decision as these decisions may at long last be the duty of their lin e manager. An event organiser may also work with other individuals or groups who need to make decisions about the event, which kernel that any decisions have to be shared by the group quite than be taken by a single person.Time focalizationsingThe role of an event organiser involves multi-tasking which means that good time oversight is an important quality for the job. Good time management means that you focus on what is important and keep everything on track. The most common time management mistakes made are* wasting time doing activities that are not relevant to the event, such as checking personal emails* waiting for someone else to do something before being able to progress on another aspect of the event* not being organised, e.g. spending time looking for paperwork or going over tasks that you have done before.Problem solvingThere are few events that do not have any problems at all. To help the event run smoothly the organiser will need to have already thought about what p ossible problems might materialise and have made contingency plans. For example, if the event is to include computer presentations or DVDs the organiser may want to check the services provided at the venue and also take along their own lap top and projector as a back-up. Some problems cannot be anticipated therefore quick thinking is required and good event organisers have this quality and are able to sort out solutions.NegotiatingNegotiating skills are essential for any event organiser. Negotiating, unlike other types of communication, is not about making demands or threatening people,it is about trying to get to what is known as a win win situation where both parties are happy with the outcome. It may be necessary to negotiate prices on contracts to try to get the best possible deal, which is curiously important if the event is being done on a budget. Negotiating may also be used to ask for something that is not usually possible, for example, a particular type of catering or en tertainment that may be more difficult to provide than usual.PlanningThe main role of an event organiser is to ensure that everything goes to plan so that the event is a success. Planning does not just include the event itself, it also needs to take into account other events that are happening around the same time. in like manner many similar events happening in the same week may result in poor attendance at your event.The time of year will also influence the planning of an event. When planning an event, the organiser needs to think about the following.* Whether the event needs to be inside or outside. It is usually more appropriate to run outside events in the summer.* Whether the event is linked to a particular festival or tradition. If so, it will need to happen at the same time.* Whether the event depends on other factors such as supplies that are only available at certain times of year or are cheaper in a particular month to save costs.