Roles and Skills of an Event Organiser free essay sample

The required skills of an event organiser are such as the following: * Communication and Interpersonal skills * Time management * Problem solving * Negotiating * Planning * Monitoring * Evaluating * Resource management Communication and Interpersonal skills Communication and interpersonal skills play a big role when organising an event because communicating with others will come across quite a few times such as agreeing on the size of the venue, queries from the attendees or even when deciding on the number of people to cater for. Organising a large even can be quite challenging and using interpersonal skills can have a huge influence on how successful the event will be. For example, asking listening to what others are telling you will be an effective interpersonal skill to use because other people recognise mistakes before you and they can give you new ideas and can give advices on the areas you need improvement on. Time Management A role of an event organiser is to carry out a number of tasks at the same time which requires good time management. We will write a custom essay sample on Roles and Skills of an Event Organiser or any similar topic specifically for you Do Not WasteYour Time HIRE WRITER Only 13.90 / page Good time management is when you keep everything on track. When planning an event we can come across with time management mistakes which are such as the following: * Wasting time doing activities which are irrelevant * Waiting for someone to complete a task before moving on to the next one * Not being organised Problem Solving During an event the event organiser can face problems but skilled event organisers would have thought about the problems they could face and will have a back-up plan which is called contingency plans. For example if you want to show a presentation during the event you will have to first check the services already provided at the venue and take the equipment required which isn’t provided there with you on the day. Negotiating Negotiating skills are essential in event organising. It is not a skill to threaten the person you are taking to but it is a skill where at the end both sides are happy about the decision made and that they both agree. Usually event organiser’s negotiate about a price of something but you have negotiate with the catering team as well on how many courses will be served during the event. For example if you are renting a hall for the event and the property owner asks for ? 1,500 then you can negotiate the price and reduce it to an amount where both sides are happy and have agreed on it. Planning Another skill the event organiser has to have is being able to plan out the event. The event organiser has to make sure that everything goes to his or her plan. Planning doesn’t just focus on the event itself but it also has to include other events or other factors. If there are a few events going on at the same time at yours then it will cause poor attendance. A factor that the event organiser has to watch and plan the event based on the weather. For example if you are planning to hold the event outside then you has to check the weather forecast and also has to have equipment ready if it rains all of a sudden. When planning for a event the event organisers has to consider the following: * Whether the event needs to be inside or outside * Whether the event is linked to a festival or tradition * Whether the event depends on other factors Monitoring An event organiser should continually keep track of how the event is progressing. They should check and even if possible double check that everything is controlled and up to date. Monitoring involves checking many things such as the following: * Bookings * Deliveries * Advertising and publicity * Staffing * Security A good event organiser will be able to monitor many things at the same time to ensure that all parts are linked and that they come together at some point. Evaluating A very skilled event organiser can recognise not only the good things of their event but can also see those things that went wrong or didn’t come out as expected. In order to become a successful event organiser the organiser should be able to make fair judgements about the event and make improvements for the next time. The organiser should be objective about their judgements they should see the mistakes with his or her mind not with his or her feelings. Resource Management Resources include any physical items, expenses or other costs. This can be building, ICT equipment the catering or even a special feature or entertainment or display that is brought in for the event. Some equipment can be expensive so a good event organiser with good resource management skills would be able to make most of their resource. P2: Explain the role of an event organiser. In order to carry out his or her roles properly an event organiser must be aware of his or her roles before starting anything. If they don’t know their role then everything will be unorganised and the event will end up in a disaster. Here are the roles of an event organiser: * Organising * Programme * Documents * Procedures * Legal requirements * Limits of role Organising When you start organising an event the first thing you have to do is find and book a venue which is suitable for your event and also it is important to identify the cost. You then need to organise a catering which is suitable to your venue because you cannot serve sandwiches in a hotel and you cannot provide three courses in a park. Plan the timing, orders and when you need to them to be delivered. You will also buy or reserve facilities such as sound system or a projector if you are hoping to use it. Programme A programme is a list of activities or what will be happening during the event. It helps the guests/attendees know what will happen it basically guides the guest to how the event is structured out. It is a outline of what will happened and gives details of special guests, speeches, entertainment, prize-giving, free gifts and etc. The length of time for the event will influence the programme, for example if it’s a whole day event the programme will guide guests on when to have lunch or dinner. Documents Most events need some form of hard copy of soft copy (which is a version of a document such as PDF) given out. Documents which are essential are such as the following: * Background to the event The agenda or schedule * Event papers * Information about travel arrangements * Information about accommodation * Information about additional arrangements There are some which are not given to attendees, those are used by organisers to follow the progress of the event, and for example the budget plan isn’t given out to guests. Procedures When organising an ev ent there are sets of procedures which event organisers have to follow. You need to follow the procedures or you will face serious problems if something goes wrong. Procedures usually depend on the size of he organisation, the type of event, the place and the people who are involved. Legal Requirements There are legal requirements that need to be considered when organising an event such as the health and safety and age requirements. For example, if the event is 16+ the event organisers have to find a venue which will allow teenagers aged 14 and they have to make sure that the 14 year olds doesn’t get served alcohol by a stamp or something. Most importantly the event organiser should be aware of the emergency procedures. For example if a fire is set of the event organiser should know the meeting point and the equipment needed. They must have a risk assessment draw attention to any issues found when organising and prevent something dangerous to occur. The legal requirements are usually covered by a contractual agreement. The contract has sets of elements which need to be included in the event, such as the following: * Venue * Catering * Insurance * Advertising or promotion Limits of Role The event organiser should be aware of what they can and cannot do. They should know the level of authority they have for example in some events the event organiser cannot sign a contract because they might not have enough authority for final decision.