Event Organiser Tasks (Unit 4 P1)
The main role of an event organiser is to ensure that the event runs smoothly and meets the objectives of the client. This includes managing and overseeing every step of the event including the planning, the hosting and evaluating. In order to fulfil their role. Even organiser tasks include:
Client Liaison
Budget management
Venue selection and booking
Catering and facilities
Staffing
Arranging speakers
Logistics
Set up and aesthetics
Marketing and promotion
Clear up
Event evaluation
Health and Safety
Meeting legal requirements
Client Liaison: The event organiser needs to work in close collaboration with the clients to establish their needs and create events that meet them. It is essential to ensure there is clarity of expectation from the start of the process. This may involve multiple discussions to present and review a range of options before deciding on a final event programme.
Budget Management: The event manager will establish the budget size with the client and modify event details based on the finance available. The event manager needs to ensure that the expenses of the event do not exceed the budget. This may also involve ensuring that clients understand the limitations of their budgets and negotiate budget modifications.
Venue Selection and booking: Event organisers will work together with clients to decide upon the next venue to host their event based on a range of factors such as number of participants, type of event, technical needs and budget available. The event organiser may visit a range of venues to inspect before making a final decision.
Catering and Facilities: The event organiser needs to ensure that guests have access to water and toilet facilities. If this is not available at the venue, they may need to rent portable toilets and water urns. If the client wants additional catering, they will help them to plan a menu, collect data on dietary requirements, negotiate contracts with caterers and ensure facilities are available to prepare and serve food at the venue.
Staffing: The event organiser is responsible for recruiting and managing staff for the event. It is essential that appropriate staffing is ensured to accommodate the needs of attendees. This will include analysing staffing requirements, recruitment, training and monitoring. This may involve working with recruitment agencies to source staff for temporary contracts.
Arranging Speakers: Some events require speakers to act as MCs or to deliver keynote addresses. The event organiser may identify appropriate speakers and arrange for them to attend. This may involve negotiating fees, coordinating travel and accommodation, organising equipment and planning the schedule of their presentations.
Logistics: Events managers are responsible for the efficient management of the event by effective transportation of materials, equipment and people to and from and during the event. This may involve effective event scheduling and communication, coordination with vendors and suppliers, transportation and accommodation and management of staff.
Set up and aesthetics: Event organisers are responsible for ensuring the venue is set up with the equipment required and prepared in a way that aligns with the planned aesthetics of the event. This may involve working with clients and designers on a theme, supervising the set up, having a checklist and problem solving.
Marketing and promotion: The event organiser may be requested to manage the marketing and promotion of the event. This may involve devising a marketing strategy to drive attendance and creating social media content of the event itself.
Clear up: Events organisers are responsible for returning the venues they use to their previous state. This may involve dismantling equipment and displays, returning rented items to suppliers, cleaning the venue and waste disposal.
Event evaluation: Event organisers should assess whether the event met its objectives. This can be done through surveys and interviews with the attendees and the client who requested the event. This
The events organiser will be aware of the legal requirements of an event and will take on responsibility to ensure that these are met. This may include arranging licenses and insurance, ensuring laws such as the data protection act are met and meeting health and safety requirements.
Event organisers will be able to implement procedures for the event to deal with safety and security. This will include assessing risks, preparing staff and responding to issues using a planned response procedure.
