Section 1 – Understand how to support the organisation of a business event
1. When organising a business event, describe the range of support activities that may be required. Types of events and main features (formal meetings including board meetings and annual general meetings, semiinformal including team meetings or sales meetings, exhibitions and trade fairs, receptions, conferences); agreeing role and responsibilities to provide support activities required (clarifying purpose, type and size of event, identifying target audience and confirming numbers, planning tasks and resources); confirming venue with others
1 Organising a venue
The venues for business events may be on the organisation’s premises. In most cases these will have to be reserved to ensure they are available at the required times. Sometimes the venues will have to be sourced externally. These will have to be checked in terms of their facilities and their cost. The aim is to find cost-effective venues that will make it possible to deliver a high-quality event.
2 Getting the appropriate equipment
The equipment required will be determined by the size and type of event. Some typical examples include: computers and screens for PowerPoint presentations, sound systems, stages and portable toilets.
3 Arranging for speakers to attend
For some events, such as conferences and seminars, the speakers are the central feature. Finding the required speakers, checking their availability and fees and arranging for them to attend are all important aspects of many business events.
4 Sorting out food and drink
For many events it is important that appropriate refreshments are provided. This may be something simple such as providing tea / coffee / water for a management meeting through to three-course meals for large numbers of people. Often people will have special dietary requirements that should be identified and catered for.
5 Preparing documentation
The lifeblood of many business events will be the many forms of documentation. These will include things such as: promotional brochures, invitations, menus, conference packs, itineraries and minutes.
2. Complete the table below by identifying two ways of providing support before, during and after a business event.
|Before |During |After | |1.Providing administrative support |1. Administrative support (accurate |1.Vacating event (leaving venue clean | |(organising printing |note-taking, ensuring delegates have the |and tidy, returning or securing equipment | |and supply of any publicity material, |resources they need, ensuring delegates are | | |supporting documents or files, relevant |aware of location of event rooms and | | |meeting papers, travel instructions, |facilities, recording attendance and | | |informing relevant people of any |cancellations) | | |alterationsand changes in arrangements | | | | | | | | | | | | | | | | |...