Managing a Business Event
Unit 18 Group Name ……………………………….. Tutor/s………….……………….
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ASSIGNMENT ASSESSMENT PROFILE – BTEC National Level 3 Business Candidate Name: Unit Number:
18
Unit Title:
Managing a Business Event
To achieve a ‘Pass’ grade your work must show the following:
P1
Describe the skills required of an event organiser
P2
Explain the role of an event organiser
P3
Prepare a plan for a business event
P4
Arrange and organise a venue for a business event, ensuring health and safety requirements are met
P5
Provide support for the running of an event
P6
Produce guidelines for dealing with problems
P7
Carry out follow-up activities after a business event
P8
Review the success of the business event.
To achieve a ‘Merit’ grade your work must show the following:
M1 M2 M3
Issue Date:
Completed to a satisfactor y level
Due Date:
Feedback / Referral Action Required
Completed to a satisfactory level
Feedback
Assess the importance of meeting organisational an legal requirements when planning a business event Analyse the arrangements made by an event organiser to plan a business event Evaluate how a business event can inform future planning To achieve a ‘Distinction’ grade your work must show the following:
Completed to a satisfactory level
Feedback
Evaluate the management of a business event making recommendations for future improvements
D1
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Evaluate feedback from delegates participating in the event.
D2
Summative Feedback:
Target for the next unit/s
Assessment Decision Grade:
Assignment has been recorded: On the Student Record Card
Assessor’s Signature: ..........................................
Yes
Date: ………………
On the Spreadsheet Yes
IV’s Signature: ………………...…………….......
Remember to file this folder in the students box.
Date: ………………
_________________________________________________ _________ I confirm that this assignment is my own work. Student’s Signature: …………………….....…. Date: ………………
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Introduction This unit is different to other units you have previously studied. It is different because:
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You have multiple staff supporting you with it.
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It runs for the whole academic year.
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It provides you with a lot of freedom to design and manage the work in a way you want to.
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Your academic tutor is …………………………………………….. This person will mark the work and is your first point of call regarding assessment and grades. Other staff will support you with your project and completion of assignments, but will not mark work.
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Topic 1 – Understand the role of an event organiser
Detail below what type of business events take place
Business Events
What does ‘Networking’ mean?
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Why would it be an advantage to Network?
What is the role of an event organiser? 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.
What type of skills does an event organiser need?
1. 2. 3. 4. 6
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5. 6. 7. 8. 9 10.
What type of requirements might an organisation have for an event?
Potential organisational requirements
What type of legal requirements might an organisation have to meet?
Potential Legal Requirements
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Consumer Protection Legislation
What is it?
How does it support organisations?
How would it support an event organiser?
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You will listen to 2 event organisers; you might want to make notes below to help you with P1/ P2 /M1. Speaker 1 - Name ………………………………………………………….. Who do they work for?
What is their job?
What type of events do they arrange?
Explain their role?
What organisational requirements do they have to meet?
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Why is it important they meet the needs of organisations?
What legal requirements do they have to meet?
Why is it important they meet the legal requirements?
What would happen if a supplier didn’t meet their legal requirements for an event?
How does consumer protection legislation support their event planning and management?
What type of skills do they need to do the job well?
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Top Tips for event organisation …..
Speaker 2 - Name ………………………………………………………….. Who do they work for?
What is their job?
What type of events do they arrange?
Explain their role?
What organisational requirements do they have to meet?
Why is it important they meet the needs of organisations? 11
Managing an Event
What legal requirements do they have to meet?
Why is it important they meet the legal requirements?
What would happen if a supplier didn’t meet their legal requirements for an event?
How does consumer protection legislation support their event planning and management?
What type of skills do they need to do the job well?
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Top Tips for event organisation ‌..
Visiting an Event What is the event?
How many people on average attend the event? (Take a guess!) Do you think the event was well organised?
Why?
If you were to organise the event – what would you do differently?
List agencies and support organisations you think have been involved in the planning and running of the event.
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Assessment Activity Unit 18 - P1 / P2 / M1 This task is to be completed individually as a word document.
1. Describe the role of an event organiser. What do they do? Put it into context of an event you have visited.
2. Outline the skills needed for the successful planning and running of a business event. Provide examples of people that have these skills.
3. Explain the importance of meeting organisational and legal requirements. Provide examples.
3. Explain the importance of suppliers to an event. How can suppliers impact the planning and running of an event?
4. Explain consumer protection legislation. Why is it important to be knowledgeable about legal protection when planning an event? Provide examples, for example covering faulty equipment.
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Topic 2 – Micro-Event
The rest of the assignment is based upon 2 events you will plan, manage and run. Event 1 – Micro Event. This will be completed first and will be small in scale. This event is a learning experience, you will learn as you go along how to organise and run an event. This should be completed before Christmas. Event 2 – Real Event. This is the event you will be assessed on. The experiences you learnt from the micro-event will help shape this event. This should be completed January to June. Basic Information Team Name …………………………………………………………… Team members ……………………………………………………………………………………………………………………………………………… ……………………………………………………………………………………………………………………………………………… Types of events (Formal / informal / routine / non-routine)
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Your Ideas (Micro- event):
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Your Potential Ideas (Real-event)
For both events you will need to create a brief. This is a document that shows your planning as a team. Depending on the event you may need to add more sub-headings. TASK For your micro-event you need to: - Decide upon your event. Please make sure this is realistic, you will actual have to do it! - Write an event brief - Use project planning software that details what needs to be done, by whom and by when. You need to plan this event in your teams and then explain your brief in a meeting on ……………………………………………………… If the brief gets signed off at the meeting you will then run the event.
IMPORTANT: From now on you must complete the team log book every session. Use the mind-maps below to detail what you think you might have to take into consideration when planning and running your event. 17
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Prior Arrangements
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Venue & Resources
Event Support/Health & Safety
Event Title Purpose of Event 19
There may be one primary purpose and a selection of secondary purposes.
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Goals
How will you judge the success of an event?
Date Time Place / Venue Company Involvement
Are any organisations supporting the event?
Estimated Size
Amount of people attending
Target Audience Estimated Total Cost Estimated break-down of cost
List all individual expected costs.
Payment
How do you intend to pay for the event?
Organisers
List people involved & their key responsibilities
Key methods of promotion
How will you invite people to your event?
Key milestones in the planning
What are the main dates/arrangements that need to be met for a successful event?
Special guest / speaker Travel arrangements Agenda of the event. Initial Health & Safety/Security concerns. Event Brief
Once your event is signed off you will then run the event 20
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Planning Key Milestones What?
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Who is responsible?
When for?
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Spare page for notes
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Spare page for notes
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Learning by Doing ‌.. Area
Thoughts and Reflections
The type of event
Key learning point:
The brief
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Key learning point:
Scheduling/ timings / allocation of work Key learning point:
The venue or location
Key learning point:
Organising the resources necessary Key learning point:
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Communication (Before & During) Key learning point:
Trouble-shooting
Key learning point:
Health & Safety/ Security Key learning point:
Follow-up after the event Key learning point:
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Key learning point:
Key learning point:
Key learning point:
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Topic 3 –Actual Event
You will now plan and run your actual event that you will be assessed on. Please note that all team members need to take part in planning the event and be part of the actual event. Remember to use your reflective thoughts from your micro-event to guide you.
TASK – P3, P4, P6 and P7 You need to create as a group a portfolio of evidence. In your portfolio you will have: 1. An introductory statement about your event 2. A fully developed and justifiable brief (see template on p19) 3. A schedule of key activities that need to be completed 4. A detailed plan of when these activities are going to take place using
appropriate software. 5. A schedule of the event (what will happen on the day) 6. A guideline for how to deal with problems on the day (provide examples of
potential problems and solutions) 7. A detailed explanation of the health and safety considerations 8. A detailed explanation of the security considerations 9. An ncn risk assessment 10. A report explaining how the follow-up activities will be completed after the
event, including the coordination of people, resources and money. 11. Evidence that follow up activities have been completed
Please detail below when this will be completed. Again you will need to have a sign off meeting with at least two members of staff.
Portfolio completed ……………………………………………………………
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Sign off meeting ……………………………………………………………….
Event Date …………………………………………………
Task – P5 An observation form will be completed by a member of staff of the event and how you conduct yourself at the event.
Event Observation Student Name Staff Member Date Event
Evidence that the student has:
Greeted guests
Checked equipment is working Recorded attendance Make sure Health and Safety requirements are being met. Make sure that guests security is a priority Communicated with most guests Ensured guests have the correct documents
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Been in the right place at the right time Follow up activities have been completed well
The student has
Been appropriately dressed Conducted themselves in a helpful and professional manner Has shown effective time management skills Has been able to problem solve
Topic 4 – Review and Evaluate Assessment Activities - P8, M2, M3, D1 and D2 An individual task, completed on a word document. You need to consider the following. 1. Review the success of the event (P8) i. What is your opinion on how well the event was organised? ii. How well did you and the team do with supporting the event? iii. Did you meet the events objectives? Discuss whether it was easy or
not to meet them.
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2. Analyse the arrangements you made for the event (M2) i. Compare your micro-event and your actual event, what were the
similarities in arranging the events? ii. What were the differences in arranging the event? iii. Is there anything you did in your first event you wished you had
completed in the second? iv. How well did you use the brief in both events? Analyse how useful
you found creating a brief.
3. Evaluate how a business event can inform future planning & evaluate the feedback
you gathered from the event (M3 & D2) i. Explain which method of guest evaluation you used ii. Justify your reason for using this method iii. Are there other methods of evaluation you could have used? Why
didn’t you use them? Do you think you would have got better results if you had? iv. What are the main strengths your guests highlighted? v. What are the main areas to improve your guests highlighted? vi. Do agree with the feedback you received (including from the tutor on
the management of the event)? justify your thoughts. vii. What key pieces of information did you get from your evaluations? viii. How do you think information from these events can inform future
events and future plans for organisations? (in general)
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4. Evaluate the management of a business event, making recommendations for
improvements (D1) i. Following on from your previous analysis you need to now bring your
comments together, what are your key thoughts on the success of the event? ii. Create 3 recommendations for how you would in future improve the
management of an event. iii. Justify the importance of each of these recommendations.
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