The Role of an Event Organizer

Task 1

a) Write a brief highlighting the role of an event organiser

You now need to analyse how important it is to make sure that the organisational requirements and legal requirements are met by the event organiser. You are aware that it is important that health and safety requirements are met but it is equally important to make sure that the event organiser follows the requirements of the organisation the event is being planned for. Produce a short report (100 words) highlighting your key findings

b) Investigate what an event organiser does on a daily basis. In about 150 words highlight the key aspects of this role

• Organising – what aspects does the event manager have to organise? E.g. the venue

• Setting up a programme of the event highlighting various activities etc. throughout the day

• Preparing and distributing supporting documents

• Organisational procedures e.g. monitoring budgets, timeframes etc.

• Having knowledge and taking into consideration current legal requirements

It is important for you to realise that event organisers have different tasks to complete for the different types of events that exist. You need to use your own event that you have planned and pick a well-known event (e.g. Notting Hill Carnival) and compare the different tasks that need to be completed in order to run a successful event. Remember that compare means you need to look at the similarities and differences. Produce a formal report to showcase your work

c) You now have sufficient knowledge to start planning your own event. Decide upon the idea/concept for your charity fundraising event. All business events must have a plan, which include timeframes and estimated costs. This will help you and your team in the future. You must create a business event plan using MS Word. Remember to include the following information
• Type of event
• Size
• Target audience
• Responsibilities within your group
• Budget
• Cost analysis
• Venue
• Resources etc.
• There is MUCH more you need to include… consider what else might be important to include in your plan. Remember, how would you describe it to someone who knew nothing about your event?

Task 2

a) It is now time to start planning your event. You must arrange and organise a venue for a business event. You need to make sure that health and safety requirements are met. A starting point would be to decide upon the type of business event you would like to arrange. You need to produce a written piece of evidence and include the following information

Analyzing Health and Safety and Organizational Requirements

• Write a risk assessment by indicating potential risks that are likely to affect the event

b) In addition to this, you will also need help with your event! You need to obtain support to help you with the running of your event. Produce a signature sheet with the names of the people who have agreed to assist the team throughout the duration of the event

c) As with any event, there will always be some elements that might surface closer to the date of your event. You may produce a frequently asked document (FAQ) to highlight what you would do in certain situations. In other words, provide guidelines for dealing with problems

d) As with any event it is important that you carry out follow-up activities. You need to make sure that you have appropriate processes in place to be followed when clearing and vacating the event. Create a memo to yourself to remind you of the processes you will follow when clearing and vacating the event

e) Excellent – hopefully your event was successful! Even if it was not as successful as you hoped it is important that you review the success of your event. You need to review the success of your business event. You need to ensure you include the following:

• what were your objectives?

• on your own, explain what you did well to help you meet those objectives

• decide what went well in terms of organising the event

• source teachers’ feedback on how well they felt you did

• explain how well you felt the event was supported overall

a) The role of an event organizer:

The event organizer should be in charge of overall activities of an event. The event organizer should monitor all the activities from the beginning to end. They should handle all the activities right from the budget to managing the people in the event. The main key aspects that an event organizer should taken care of those are following:

Getting the preparation work in place:

The event organizer should do all the groundwork so that they can satisfy the event gracefully. Therefore, they need to do the main things to get the event successfully done (Shone and Parry, 2013).

Planning: To getting a firm idea of the requirements, that required meeting with some clients for the event.

Researching: The event required catering, equipment, location, this need to identify with the event manager that what potential opportunities are there. From those research activities, the event managers can take out the details necessitated for that particular event and proposed all the required activities that need to be done accordingly.

Daily Tasks of an Event Organizer

Budgeting: To effectively manage the event, the event manager should ensure the appropriate budget for it so that they can ensure the activities will be going on smoothly in the event.

Putting the plan into action: The event manager has to ensure all the planned activities are needed to be implement properly to get the event successful (Quinn, 2013). 

Health and Safety: The safety and the health measures need to be taken so that the event can be going to successfully done.

Booking: The event managers should check the placed is booked or not for that particular day.

Scheduling: All the activities need to get scheduled properly.

Organizing: All the activities needs to be done at the right time (Soin and Collier, 2013).

Liaising: Getting all the people involved in this activities. 

M1 Key findings:

It is very important to take into consideration the organizational requirements and the legal requirements for the event manager so that he/she can properly make the event successful. The event manager should see the safety and health requirements first so that everyone in the event should be safe. The measures for health and safety should be taken care of by the event manager. However, the event managers are more prone to fulfill the organizational or legal requirements rather than taken care of the safety of the people. This is the main findings for any event management activities. The event manager should take care of that how to emphasize the health and safety requirements (Theeke, 2013). 

b) Organizing: In the fundraising activities the event manager should organize all the necessary activities that required accomplishing early. The decision made by the upper-level management and after that the event manager organizes all the activities.

Highlighting the various activities: The event manager should take the responsibilities like invitee’s attendees, arranging activities, ordering food, venue booked, working with the vendors, setting up the event, etc. so that the event should be successfully done (Mair and Whitford, 2013).

Preparing and distributing the supporting documents: The supporting documents that are needed for the event to receive funds should be handled by the event manager. 

Organizational procedures: The organization should mention the time frame for that event so that it should be completed within the given deadline. What amounts of funds are collected from that event should also be handled by the event manager.  

Current legal requirements: After receiving the funds from the various sources the event manager should keep track on that. What are the legal documents needed to complete the procedures that should be taken care of by the event manager? 

Comparing Tasks for Different Types of Events

M2 For a fund raising event:

For a fundraising event, the event manager should do all the activities that need to accomplish to do the event. The event manager gives the brainstorming Eventides and he/she will work for the organization. The board members or the managers of the organization should decide all the activities and plan set up by the event manager. That is the main difference for this particular event. The event manager should take the responsibilities from the beginning of all the activities that are required for the fundraising event. The responsibilities like invitee’s attendees, arranging activities, ordering food, a venue booked, working with the vendors, setting up the event, etc. so that the event should be successfully done. The must work for the event manager is working with a tight budget because sometimes it will create a problem like big donors should give money for the sponsorships also (Whitford, Dunn and Cooper, 2013).

c)   Type of the event: The type of the event is fund raising event for charity or a nonprofit organization.  

Purpose: the organization should decide what the main purpose to do this event is. By doing this event, anyone can get benefited or not. The organization may have some goals like getting publicity and also raising the funds for charity (Lee and Choi, 2015). That will help the organization to grow in the future.

Fundraising goal: the fundraising goal for the organization is how much amount should be raised from that event after deducting all the expenses.

Venue: the venue should be selected at prior so that the event can be successfully done.

Resources: the proper resources are needed to accomplish this event smoothly. The company and the event manager should take care of the required equipment so that any required items should not be missed on that particular day.  

Target audience: the organization should decide who will be the target audience so that it will be easier for them to raise the fund easily. The target audiences like parents, young professional or the business leaders, etc.

Set up: For this event all the activities should be set up prior so that in that particular period everything can be set up properly.

Marketing: The marketing should be done for this particular event. These audiences need to understand that the time and the money should be worth for.    

Responsibilities within your group: The event manager should assign or instruct the responsibility to the concerned person so that it will over within the time given.

Business Event Planning and Execution

Budget: the staff, entertainment, catering, space rental, utilities, security, transportation, these would be the total budget of that particular event. The event manager should take into consideration the fact that the estimated amount should be raised from that event.

Leadership: in this fundraising event there must be a chairperson or the host committee they will be given some amounts. This host committee must be some business leaders or some wealthy background so that they can give a substantial amount for that event.

a) There are potential risks that can be identified and can affect that event are following:

The risks like:

The reputation could be damaged.

Fewer public donations or receiving less funding.

For inappropriate investments losing the money

The government policies are changed, and it affects the contract or grants.

The reputation of the organization could be damage if there anything will happen in that event. This will clearly against the company’s policies and procedures. If the business leaders or the host committee are not giving that much amount of money or receive very fewer donations, then the event will not be successful, or it is not meeting the organization objectives. The organization wants raise the funds for the charity but the funds they are raised in that event they have invested other process (Kumar and Gregory, 2013). After that, it will lose the money. Then the reputation of the company will be damage. The event manager or the organization should prevent those risks to increase their brand value in the market.

b) The signature sheet:

The signature sheet will be required to accomplish the event successfully. The event manager needs help from the events team so that on that particular day the event can be successful without any hassle.

Signature Sheet

Date	Phone numbers	About meetings	Additional information

This will be signature sheet where all the managers of the organization, the directors and the board members and the events team members numbers will be given so that when required anyone can contact with each other at any point in time. The signature will be very necessary for this kind of events like charity because there are potential risks included into this. When the directors are given their signatures, then they have taken the responsibility to help at any point in time. They cannot deny it because the manager has the written proof of it (Duckett and Busby, 2013).

c) Guideline for dealing with problems:

Venue and Risk Assessment

There are several guidelines to deal with the problems that occurred before the event is following:

There will be problems like the assigned team forgot to invite the host committee for this event. Then the event manager should cross check all the activities that he/she assigned to whom and they properly done it or not. The event manager should have a backup plan so that anything should be missed.

The event manager should possess or keep track all the activities so that any hassle will not occur before the event.

There have to have a checklist or do the activities list so that after the activities done the event manager can cross check over it.      

d) Memo

To: To self

From: The event manager

Subject: Follow up to clearing and vacating the event

The event manager should follow some necessary guidelines after completing the event. Before vacating the place, the event manager should inspect all the keys and rooms. Sometimes, the event management team forgets to return the key. Storage in the meeting halls should be vacant before leaving the venue. Like, people should take their bags or other parts before leaving the hall. They should takes care their luggage. All the packet of the meals should be thrown at the proper places. This should be taken care of by the event management team. The event manager should check all the activities before leaving the venue so that the place should be like that before entering into the venue. The event manager should follow up all the activities before leaving the venue so that nothing should be left in that place. The necessary documents that need to carry out by the event manager in the organization (Church, 2013).        

e) The main objectives of that event are to raising funds for charity.

The event manager has done all the necessary activities that are required to accomplish this task or make the event successful. Like from the beginning all the planning, organizing, implementing those activities, cross check all the activities, follow up the orders so that the organization can meet their objectives or goals.

By organizing this event, the company can raise enough amounts of funds for charity and for that it will increase the brand value of the company.

The directors or the managers of the organization gave their feedback on the basis of the activities that has done by the event manager. The feedback is good as the organizations’ objective, or goals are fulfilled.

Event Support and FAQ

All the managers and the directors of the organization and the event team members also helped to make the event successfully done. For that, the company can achieve their goals or objectives (Davies, Coleman and Ramchandani, 2013).

M3

The information that the event manager have collected from this event is very useful. In future, any event will organize then the event manager can use that information as it will help hem/her to progress successfully. The information can be collected from the saved data that has been used in earlier. This need to be saved after the event was completed so that the data can be use in future for further specification. With the help of this data, the event manager can use this information to the future events so that the experiences that he/she occurred in the past can be used properly.        

f) Recommendations:

a) The event manager should give training to their team members about how to collect the donations, or how to approach the people for donations.

b) Make sure the sufficient opportunities should be given to the entire contributor or the participant.

g) Strengths: The strength is all the team members of the event management team are cooperating with each other so that the event can be successful (DeLancey, 2014).

Weakness: In certain circumstances, the team members of the event management team can be left out something. Therefore, the event manager should follow this.    

Reference list

Church, E. (2013). Event management. [Brisbane, Australia]: Emereo.

Davies, L., Coleman, R. and Ramchandani, G. (2013). Evaluating event economic impact: rigour versus reality?. International Journal of Event and Festival Management, 4(1), pp.31-42.

DeLancey, S. (2014). Event Construal and Case Role Assignment. BLS, 17.

Duckett, D. and Busby, J. (2013). Risk amplification as social attribution. Risk Management, 15(2), pp.132-153.

Kumar, M. and Gregory, M. (2013). An exploration of risk management in global industrial investment.Risk Management, 15(4), pp.272-300.

Lee, H. and Choi, J. (2015). Event Valence Matters : Investigating the Moderating Role of Event Valence on Event Markers’ Systematic Effect. amj, 16(4), p.59.

Mair, J. and Whitford, M. (2013). Special issue on Event and Festival Research Methods and Trends.International Journal of Event and Festival Management, 4(1).

Quinn, B. (2013). Key concepts in event management. London: SAGE.

Shone, A. and Parry, B. (2013). Successful event management. Andover: Cengage Learning.

Soin, K. and Collier, P. (2013). Risk and risk management in management accounting and control.Management Accounting Research, 24(2), pp.82-87.

Theeke, M. (2013). Innovation and External Risk Assessments. Academy of Management Proceedings, 2013(1), pp.13174-13174.

Whitford, M., Dunn, A. and Cooper, C. (2013). Event Management. Oxford: Goodfellow Publishers Ltd.