Unit Title: Plan and Organise an Event

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Unit Credit Value: 4 Unit Level: Three Unit Guided Learning Hours: 28 Ofqual Unit Reference Number: R/601/2540 Unit Review Date: 31/01/2017 Unit Sector: 15.

1 Unit Credit Value: 4 Unit Level: Three Unit Guided Learning Hours: 28 Ofqual Unit Reference Number: R/601/2540 Unit Review Date: 31/01/2017 Unit Sector: 15.2 Administration Unit Summary This unit is about planning and organising an event. Planning and organising events is a key part of many public relations campaigns. Whether it s a small client meeting or a product launch attended by hundreds of guests, key event planning principles apply. Event organisers need to understand the importance of planning and be able to coordinate activities and resources in order to deliver a professional event. In this unit, learners will develop the practical skills required for event planning. They will examine the role of an event organiser and how to define what is required to plan and organise an event. The unit also covers areas such as venue choice, resources and delegate management to enable learners to demonstrate their competence in planning and organising an event. Unit Information It is expected that before the unit is delivered, the tutor will have read the Qualification Specification to ensure all conditions regarding Rules of Combination, delivery, assessment and internal quality assurance are fulfilled. Additional guidance is available below as Assessment Guidance for Learning Outcomes and Assessment Criteria in bold. 1 of 7

2 This unit has 4 learning outcomes LEARNING OUTCOMES The learner will: 1. Understand the role of an event organiser in planning an event 2. Understand the arrangements to be made when planning and organising an event ASSESSMENT CRITERIA The learner can: 1.1. Explain the purpose and benefits of planning an event 1.2. Explain the role of the event organiser in: (a) meeting the objectives of the event (b) agreeing a brief and budget for the event 1.3. Identify and evaluate the types of risks associated with events and explain how to minimise these 1.4. Explain the purpose and benefits of a contingency plan for an event 1.5. Describe the types of problems that may occur when organising an event and how to solve them 1.6. Categorise different types of events and their main features 2.1. Explain the role of the event organiser for (a) anticipating and planning for all delegate provision and needs before and during the event, including investigating and providing for any special requirements (b) meeting relevant health, safety and security arrangements (c) meeting legal and organisational requirements for contracts (d) organising resources and the production of event materials (e) the types of activities and resources that may be needed during an event (f) liaison with the venue and the supporting team to make sure all requirements are met and roles are understood 2 of 7

3 LEARNING OUTCOMES The learner will: 3. Understand the different types of venues and resources needed for different types of events ASSESSMENT CRITERIA The learner can: 3.1. Identify and evaluate different types of venue in terms of suitability for events and costs 3.2. Describe a range of resources that may be needed for events and illustrate how they may be used 3.3. Identify examples, and explain the purpose and benefits of selection criteria when choosing a venue and resources for an event 3 of 7

4 LEARNING OUTCOMES The learner will: ASSESSMENT CRITERIA The learner can: 4. Be able to plan and organise an event 4.1. Agree an event brief and budget 4.2. Agree a plan for an event, which will meet agreed objectives and address any identified risks and contingencies 4.3. Identify and agree resources and support needed for organising an event 4.4. Agree requirements for venue(s) 4.5. Identify venue and agree costings 4.6. Liaise with the venue to confirm event requirements and / or any special delegate requirements 4.7. Agree requirements for resources 4.8. Co-ordinate resources and production of event materials 4.9. Make sure arrangements are in place for the event to meet relevant health, safety and security requirements Make sure legal and organisational requirements for contracts are met Make sure that all those involved are briefed and trained to fulfil their roles Delegate functions to the event team as required Make arrangements for rehearsals to make sure the event runs smoothly, if required Make sure invitations are sent out to delegates Manage delegate responses Prepare joining instructions and event materials to be sent to delegates 4 of 7

5 Assessment Guidance This unit must be assessed in the workplace, or conditions resembling the workplace. This is a Council for Administration (CfA) unit and therefore the Assessment Strategy for Business and Administration document must be followed. Learning Outcome Event: planning (purpose, benefits); types of events (internal/external, formal/informal, size, audience, purpose, number of delegates, location); purpose and type, e.g. product launches, exhibitions/trade shows, seminars, conferences, hospitality events, experiential/public relations stunts, press conferences); event-related public relations activities. 1.2 Event organiser: role; responsibilities; meeting objectives; agreeing the brief; agreeing the budget; event-related public relations activities, e.g. media relations, photography/video, promotional, design. 1.3 Risks: types of risk, e.g. weather, bad planning, unclear brief, health and safety, supplier issues; minimising risks (service level agreements with suppliers, clear brief, expectation management, contingency plan); risk analysis. 1.5 Problems: types of problem, e.g. venue, catering, delegate, IT, supplier, speakers, entertainment, security, access. Learning Outcome (a) Delegate provision and needs: access requirements (security, disability); dietary requirements (diet, allergy); disability requirements, e.g. Braille, sign language; planning. 2.1 (c) Requirements: health and safety, e.g. access, fire exit procedures, toilet facilities, security; legal, e.g. public liability insurance; contract (service level agreement, financial liabilities, responsibilities, payment terms); audiovisual (AV) or stage crew requirements, e.g. access to venue to set up, catering (for event and suppliers). 2.1 (d) Resources: joining instructions; registration and event materials, e.g. badges, delegate list, delegate pack, agenda, speaker s notes, goodie bag; contingency spares, e.g. blue tack, scissors, glue, pens, mini sewing kit, wipes; event-related, e.g. exhibition stands, press releases/press packs, press office materials, product samples, literature. 2.1 (f) Venue: event contact (pre and during); event itinerary. 5 of 7

6 Learning Outcome Types of venue: location (indoor, outdoor, urban, country), accessibility (rail, road, air transport links); function (formal/informal, size, facilities, availability, accommodation); cost (delegate rate, additional costs, discounts); AV/staging requirements. 3.2 Resources: event packs, e.g. delegate, press; stationery; contingency spares. 3.3 Selection criteria: size; availability; cost; facilities; suitability for event; access; purpose and benefits, e.g. fit for purpose, client agreed, ease of decision making, focused, link to brief and budget. Learning Outcome Plan: event brief; budget; manager/client sign off; aims and objectives; risk analysis; contingency plan; resources; support from venue; promotion/publicising of event; media relations. 4.3 Resources: requirements; event materials; liaison with venue to coordinate. 4.4 Requirements: speaker liaison: e.g. agreeing a brief, speaker notes, arranging transport/accommodation/catering for speaker(s), agreeing and arranging AV/staging requirements, arranging photo and/or video opportunity. 4.4 and 4.5 Venue: familiarisation visit selection criteria; requirements (event, delegate); costings; service level agreements and contract. 4.4 Requirements: health and safety; security; legal; contract; AV/staging Event team: training; team brief; delegation and responsibilities; event itinerary (timings); run-through; IT check. 4.14, 4.15 and 4.16 Delegate management: delegate list (list compilation according to brief, contingency list); invitations (design, type including and online registration forms, delivery, time); managing responses (spreadsheet, details, link to venue requirements, unsubscribe requests, client relationship management systems); joining instructions (itinerary, venue details, map, access information, contact details, event materials, accommodation details, dietary requirements). Delivery Requirements Appropriate physical resources will be required in order to deliver and assess this unit. Evidence Requirements Evidence of practical ability must be demonstrated. 6 of 7

7 Resources Books Allen J Event Planning: The Ultimate Guide to Successful Meetings, Corporate Events, Fundraising Galas, Conferences, Conventions, Incentives and Other Special Events (Wiley, 2009) ISBN Kilkenny S The Complete Guide to Successful Event Planning (Atlantic Publishing Company, 2011) ISBN of 7

CFABAA312 - SQA Unit Code H46B 04 Organise and co-ordinate events

CFABAA312 - SQA Unit Code H46B 04 Organise and co-ordinate events Overview This standard is about organizing and co-ordinating events. It includes agreeing a brief and budget for an event and deciding on the operational activities and technical requirements to deliver