Key considerations when organising an event

1. Key considerations when organising an event

Unit 4: Managing an Event
Key considerations when
organising an event

2. Venue considerations

Unit 4: Managing an Event
Venue considerations
Location (indoor/outdoor)
Catering facilities
Cost
Car parking
Suitability for the event
First aid
Accessibility
Access for emergency
services
Toilet facilities
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3. Catering considerations

Unit 4: Managing an Event
Catering considerations
Hot food
Cold food
Kitchen facilities
Food hygiene
Special dietary
requirements
Allergy notices
Number of catering
outlets
Storage facilities
Flow of attendees into
refreshment area
Health and safety
Seating arrangements
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4. Additional outdoor facilities

Unit 4: Managing an Event
Additional outdoor facilities
Toilet hire
Seating
Marquees
Mobile caterers
Electricity supply
Security
Ease of entrance and exit
Road access
Impact on local community
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5. Administration

Unit 4: Managing an Event
Administration
Programmes – setting up, producing and distributing
Tickets – designing, printing and selling
Contracts – employment agencies, contractors
Legal requirements paperwork – insurances, risk
assessment, licences
Liaising with partners and third parties
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6. Legal requirements in event planning

Unit 4: Managing an Event
Legal requirements in event planning
Consumer protection
Health and safety
Licensing
Disabled access
Child protection
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7. Skills required when planning an event

Unit 4: Managing an Event
Skills required when planning an event
Organisation
Problem solving
Time management
Negotiation
Communication
Interpersonal skills
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8. Time management

Unit 4: Managing an Event
Time management
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9. Stages of negotiation

Unit 4: Managing an Event
Stages of negotiation
Preparation and planning
Clarification of goals
Bargaining and problem solving towards a win-win
outcome
Agreement
Implementation of a course of action
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10. Communication and interpersonal skills

Unit 4: Managing an Event
Communication and
interpersonal skills
Active listening
Verbal communication
Non-verbal
communication
Communicating within a
team
Communicating with third
parties
Recognising barriers to
communication
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11. Auditing your skills

Unit 4: Managing an Event
Auditing your skills
Likert scale
Semantic differential scale
Observation
Questionnaire
Appraisal
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12. Likert scale 1

Unit 4: Managing an Event
Likert scale 1
Obtains ratings in groups of 5 or 7
Can be used to measure agreement, frequency,
importance or likelihood
Critical evaluation – not a simple yes or no
Obtain a degree of opinion – so can prioritise skills that
should be worked on
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13. Likert scale 2

Unit 4: Managing an Event
Likert scale 2
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14. Semantic differential scale 1

Unit 4: Managing an Event
Semantic differential scale 1
Is not pre-judgemental – it asks you to rate within a scale
You do not have to take a ‘position’ within the question
to gain an agreement level
Can measure emotions/feelings
Will still give you the same emphasis on extremes as the
Likert scale
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15. Semantic differential scale 2

Unit 4: Managing an Event
Semantic differential scale 2
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16. Sports and recreation events

Unit 4: Managing an Event
Sports and recreation events
Olympics
Country fairs
Commonwealth Games
Food festivals
Sports tournaments,
matches
Fun runs
Motor sports and racing
Equestrian events
Dog shows
Village fetes
Sailing regattas
Collectors' fairs
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17. Entertainment events

Unit 4: Managing an Event
Entertainment events
Music festivals
Concerts
Plays
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18. Celebration events

Unit 4: Managing an Event
Celebration events
Christmas
Weddings
Birthday parties
Prom nights
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19. Social enterprise events

Unit 4: Managing an Event
Social enterprise events
Charity events
sports
galas
dinners
auctions
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20. Researching an event

Unit 4: Managing an Event
Researching an event
What is the main theme and focus of the event?
Where is the event held and what transport facilities
are required?
How many visitors is the event likely to attract?
How is the event advertised?
What factors are likely to affect the success of the
event?
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21. Benefits of a feasibility study

Unit 4: Managing an Event
Benefits of a feasibility study
Legality
Financial viability
Accessibility of resources
Predicted success
Identify the benefits
Identify the risks
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22. SMART objectives

Unit 4: Managing an Event
SMART objectives
Specific
Measurable
Achievable
Realistic
Time-bound
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23. Gantt chart

Unit 4: Managing an Event
Gantt chart
A useful tool to plot the tasks that
need to be completed and the time
required for each of the tasks
Comes in the form of a bar chart
Can be a manual system or
computer program
Allows you to monitor progress and
identify any tasks that are falling
behind schedule
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24. Critical path analysis

Unit 4: Managing an Event
Critical path analysis
A sequence of scheduled activities that determines the
duration of the project
A tool to plot the tasks, processes, timelines and
resources required of a project
Will look more like a diagram than a timeline (Gantt chart)
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25. Legal constraints and insurance

Unit 4: Managing an Event
Legal constraints and
insurance
Contracts
Health and safety
Risk assessment
Negligence liability
Licences
Public liability
Professional indemnity
Event cancellation
Event non-appearance
Event property
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26. Communication when organising an event

Unit 4: Managing an Event
Communication when
organising an event
Letters
Invitations
Tickets
Emails
Telephone calls
Posters
Media
Newspaper editorials
External meetings
Internal meetings
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27. Contingency planning

Unit 4: Managing an Event
Contingency planning
What is contingency planning and why do we
need it?
What do you need to consider when planning an
event in terms of contingency planning?
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28. Budgeting for an event

Unit 4: Managing an Event
Budgeting for an event
Anticipated expenses
Item
Anticipated income
Amount
Item
Venue rental
Admission fees
Food
Sponsors
Advertising
Programmes
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Amount

29. Qualitative feedback

Unit 4: Managing an Event
Qualitative
feedback
Quantitative
feedback
Gives descriptive
Gives numeric
information on what is
information on how many
right or wrong with a
times people have good
product, which enables
or bad experiences of a
us to put it right or to
product, but not the
continue what we are
detail.
doing.
Both have their uses, depending on
what we want to get from the data.
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30. Analysing data

Unit 4: Managing an Event
Analysing data
Check you have all your data from all available sources
Gather first impressions
Organise and clean your data
Analyse your data, both quantitative and qualitative
Interpret your data
Prepare your findings and present using an appropriate
format
Make suggestions based on the findings of your data
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