Unit five: Principles of supporting business events

Assessment

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Please note that this Assessment document has 3 pages and is made up of 3 Sections.

Name: Maria Garcia

Section 1: Supporting business events

This section will help you to evidence Learning Outcome 1: Understand how to support the organisation of a business event.

Learning objective
Place in Assessment
1.1 Describe the range of support activities that may be required when organising a business event
Question 1 Page 1
1.2 Identify ways of providing support before, during and after a business event
Question 2 Page 1

1. When organising a business event, describe the range of support activities that may be required. [1.1]

Some of the most common support activities for business events include:

Organising a venue: Business events may take place on the organisation’s premises but must be reserved in advance to ensure their availability when needed. In some occasions, the support staff will have to seek for external venues with taking into account the facilities their offer and their cost. The purpose is to find cost-effective venues that will make it possible to deliver a high-quality event.

Getting the appropriate equipment: The size and type of event will determine the type of equipment required. Some typical examples of equipment include: computers and screens for PowerPoint presentations, sounds systems, stages, kitchen equipment (cutlery, eating utensils, portable refrigerator, etc.).

Arranging for speakers to attend: Locating appropriate speakers, checking their availability and fees, and arranging for their attendance are all important aspects of many business events due to the fact that speakers are central feature for some events such as conferences, seminars.

Sorting out food and drink: Providing refreshment at a business event is as important as all other activity/task during the preparation process. Although it could be simply providing tea/coffee/water for a management meeting all the way to three-course meals for large numbers of people, special dietary requirements must be identified and catered for.

Preparing documentation: Many forms of documentation such as: promotional brochures, invitations, menus, conference packs, itineraries and minutes are vital elements for business events. They should therefore be accurate and ready in advance and make extra copies available to prevent any problems.

Publicising the event: It is essential that business events are announced/publicised in advance by sending out emails, memos, invites, to the right people. This will allow the attendees to make arrangement to attend whether it is a small internal meeting or a large event with many people attending.

Booking rooms and accommodation: Rooms and accommodation arrangement could be necessary for some events for speakers or staff who could not reasonably travel to and from the event in a day. This should be done reasonably, according to budget, taking costs and facilities into account.

Getting appropriate licences: Staff supporting a business event must ensure to get appropriate licences for the venue because they are necessary for some events. Often local authorities and venue managers must be satisfied that the event will not harm attendees or unduly upset people not attending the event.

Ensuring there is appropriate insurance cover: Supporting staff should check whether the business event they are organising has an appropriate insurance cover against unforeseen