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Unit 18 Managing a Business Event P1

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Unit 18 Managing a Business event P1

Role of the event organiser
The role of event organiser is different depending on the organisation and the kind of event involved. Activities normally include: ▪ Investigating into markets to identify opportunities for events; ▪ speaking with clients to understand their precise event requirements; ▪ producing detailed ideas for events (e.g. venues, suppliers, legal obligations, timelines, staffing and budgets) ▪ Organising a budget with the client ▪ Booking the location for the event ▪ Making sure insurance, legal, health and safety obligations are seen to. ▪ Getting in contact with venue management, cooking, designers, contractors and equipment that needs hiring. ▪ Organising facilities for car parking, traffic control, security, first aid, hospitality and the media; ▪ Inviting speakers or special guests to the event ▪ Planning the layout of the room and entertainment for the event. ▪ Talking to staff and making sure that they are all on the same wave length about the event. ▪ Trying to find sponsorship for the event to receive funding. ▪ Finding promotional material to get more people to attend the event. ▪ coordinating suppliers, handling client queries and troubleshooting on the day of the event to ensure that all runs smoothly; ▪ looking at the dismantling and removal of the event and clearing the venue efficiently ▪ looking at the event afterwards and evaluating how it went.

The following headings are also roles of an event organiser:
Organise

The event organiser must book the venue and ensure that all the facilities are available including toilets and seating or anything else specific to the event like an overhead projector for example. The catering must be done and have food and drink available throughout the day.

Administration

All dates must be agreed upon and the times

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