Unit 18: Managing A Business Event

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Unit 18:Managing a Business EventUnit code:F/502/5449QCF Level 3:BTEC NationalCredit value:10Guided learning hours: 60Aim and purposeThe aim of this unit is to develop learners’ skills in and knowledge of organising and coordinating a businessevent. Learners will do this through planning, providing support, and follow-up activities involved in runninga business event.Unit introductionManaging a business event is an activity that many people working in a support role will be involved in.It is a challenging activity which can include organising and co-ordinating resources and arrangements fora variety of events, from arranging meetings, product launches, exhibitions and promotions to organisinga full-scale conference.This practical unit focuses on large and complex business events rather than informal small ones, andwill enable learners to develop knowledge and skills to manage different types of business events. Thetasks of an event organiser include forward planning to organisie a suitable venue, arranging attendanceand accommodation for delegates, organising equipment and refreshments, producing delegate packsand papers, liaising with others, keeping records and managing a budget. Excellent communication andinterpersonal skills are therefore essential to undertake this range of activities effectively and efficiently.Managing a business event also involves agreements with suppliers of equipment and facilities. Anunderstanding of the law of contract and the major consumer protection laws is essential to ensure that bothlegal and organisational requirements are met. Health and safety issues need to be considered, whether theevent is held on the organisation’s premises or elsewhere. However well planned an event is, problems canoccur and need to be resolved, such as late or non-delivery of resources or responding to delegates’ needsthroughout the event. At the end of the event, a debriefing session provides an opportunity to reflect on theevent’s success and lessons learned for improving the management of future business events.It is expected that, as this unit has a practical focus, learners will need to hold an event to enable all thelearning outcomes to be completed satisfactorily.Learning outcomesOn completion of this unit a learner should:1Understand the role of an event organiser2Be able to plan a business event3Be able to run a business event4Be able to follow up after a business event.Edexcel BTEC Level 3 Nationals specification in Business– Issue 2 – June 2010 Edexcel Limited 20101

Unit content1 Understand the role of an event organiserRole of event organiser: organising – venue, location, catering; planning and reserving facilities; setting upprogramme; preparing and distributing supporting documents; organisational procedures; current legalrequirements; contracts, agreements, consumer protection; limits of roleSkills: communication and interpersonal skills; time management; problem solving; negotiating; planning;resource management; monitoring; evaluating2 Be able to plan a business eventTypes of event: routine/non-routine, formal/informal eg meetings, staff training sessions, exhibitions,receptions, conferences, trade fair standsPrior arrangements: clarifying purpose; brief – type of event, size, target audience, numbers, responsibilities,procedures; budget and cost analysis; distribution supporting documents/files eg agenda; relevant meetingpapers; consultation and planning; clear and accurate communication eg joining instructions, disseminationof alterations and changes in arrangements; organising appropriate venuesVenue: location, size, layout; time required for advance notice or bookings; assess facilities, eg parking,catering access; number and type of delegates, special requirements; venue checklistResources: room eg size, layout (boardroom, theatre); equipment eg overhead projector, flip chart,paper; display stand, literature for stand; refreshments; delivery of materialsScheduling: software eg Microsoft Outlook; liaison role eg via updating diaries, resolving availability changes;care/experience in allocating times eg travel, rest, preparation; organisational policies eg booking travel;confirming plans in good time eg travel documentation; booking flights and accommodation; checkingreturn journeys; related problems eg language difficulties3 Be able to run a business eventTypes of activity: eg presentations, group activities or workshops, manning stands, displays, screenings,minute/note takingHealth, safety and security: venue emergency procedures; housekeeping arrangements; security of materialsand equipment; confidentiality of information and communicationEvent support: eg note taking, ensuring delegates have right papers, ensuring delegates are aware of locationof conference rooms and facilities, recording attendance and cancellationsTrouble-shooting: liaison with delegates; potential revision/rearrangement of event outcomes; arising issueseg non-attendance of delegates, last-minute photocopying, inadequate room or facilities, non-deliveryof resources4 Be able to follow up after a business eventAfter the event: vacating the event eg leaving venue clean and tidy; returning or securing equipment;reconciliation of accounts to budgetEvaluation: eg debrief, delegate questionnaire, event problems, solutions, lessons learnedCirculation of materials after event: eg meeting minutes, evaluation forms/questionnaires, post-eventpapers, circulation lists2Edexcel BTEC Level 3 Nationals specification in Business– Issue 2 – June 2010 Edexcel Limited 2010

Assessment and grading criteriaIn order to pass this unit, the evidence that the learner presents for assessment needs to demonstrate thatthey can meet all the learning outcomes for the unit. The assessment criteria for a pass grade describe thelevel of achievement required to pass this unit.Assessment and grading criteriaTo achieve a pass grade theevidence must show that thelearner is able to:To achieve a merit grade theevidence must show that, inaddition to the pass criteria,the learner is able to:To achieve a distinction gradethe evidence must show that,in addition to the pass andmerit criteria, the learner isable to:P1describe the skills requiredof an event organiser[IE]M1 assess the importance ofmeeting organisational andlegal requirements whenplanning a business eventD1evaluate the managementof a business event makingrecommendations for futureimprovementsP2explain the role of anevent organiser[IE]P3prepare a plan for abusiness event[TW]P4arrange and organise avenue for a business event,ensuring health and safetyrequirements are met[SM, EP]P5provide support forthe running of an eventP6produce guidelines fordealing with problems[IE]P7carry out follow-up activitiesafter a business eventP8review the success of thebusiness event.[RL]D2evaluate feedback fromdelegates participating inthe event.M2 analyse the arrangementsmade by an event organiserto plan a business eventM3 evaluate how a businessevent can inform futureplanning.PLTS: This summary references where applicable, in the square brackets, the elements of the personal,learning and thinking skills applicable in the pass criteria. It identifies opportunities for learners to demonstrateeffective application of the referenced elements of the skills.KeyIE – independent enquirersRL – reflective learnersSM – self-managersCT – creative thinkersTW – team workersEP – effective participatorsEdexcel BTEC Level 3 Nationals specification in Business– Issue 2 – June 2010 Edexcel Limited 20103

Essential guidance for tutorsDeliveryAs an introduction to the unit, learners will need to understand the range of different types of business event.Discussion groups could draw on learners’ own experiences of events they have attended in the past yearand they could rate how successful these were in terms of organisation, highlighting what could have beendone better. It should be noted that this unit focuses on important and complex business events, in orderfor learners to acquire the appropriate range of skills and knowledge.Delivery of this unit will focus on learners acquiring the practical skills involved in the organisation andcoordination of an event. Discussion groups can be used for learners to explore and share experiencesof the different types and purposes of events such as meetings, conferences, exhibitions, receptions andtrade fair stands. Learners need to know the importance of forward planning and keeping accurate recordswhen organising an event. The range of tasks involved in planning an event are varied (for example selectingappropriate venues, identifying resources needed to support the event, budgetary responsibilities, arrangingtravel and accommodation for participants, producing an agenda) and all of these require communication withrelevant parties about progress. Role-play scenarios and in-tray exercises would be useful to help reinforcelearning, and tutors can provide example checklists. The use of guest speakers, such as an event organiser,and visits to different types of event (if feasible) are to be encouraged so learners gain first-hand experience.It would be worth tutors providing a scenario for small groups to practise planning activities before managingtheir own event.Knowledge and awareness of health, safety and security requirements are essential for organising events,and learners should examine the requirements for events organised both on and off an organisation’spremises. This must include security of material, equipment and information, as well as ensuring thatparticipants with special requirements are catered for.The administration roles will vary, depending on the type of event,. They can include taking notes forthe minutes of a meeting, staffing a stand at an exhibition, checking arrangements, testing equipment, andensuring any documentation is prepared. Tutors should introduce learners to the wide range of activitiesand administrative tasks they would carry out highlighting the types of problems that could occur. Again,guest speakers would raise awareness of this and provide examples of dealing with problems. Likewise,attending an externally-organised event before planning and staging an event for this unit will providea focus for discussion, analysis and evaluation.There are specific points to observe when clearing and vacating an event, such as ensuring the venue isclean and tidy, equipment has been returned and any relevant documentation is circulated. The successof the event must be evaluated in order that any lessons can be learned and actioned for the future. Learnerscan gather data using different methods, such as questionnaires or phone calls, collate this data and identifyany problems. They can then make recommendations for future actions.Learners will need opportunities to develop their skills and knowledge of organising and coordinating anevent. If it is not possible for them to carry this out in the workplace, tutors should identify suitable learningopportunities. For example, they could help organise a parents’ evening for prospective new learners, a boardof governors meeting, or a visit to an exhibition. It is important that they keep records of all their activities andevaluate the success of the event.4Edexcel BTEC Level 3 Nationals specification in Business– Issue 2 – June 2010 Edexcel Limited 2010

Outline learning planThe outline learning plan has been included in this unit as guidance and can be used in conjunction with theprogramme of suggested assignments.The outline learning plan demonstrates one way in planning the delivery and assessment of this unit.Topic and suggested assignments/activities and/assessmentIntroduction to unit and structure of the programme/assignmentsSpeaker/visit to eventsTheory components of the role and skills of an event organiserResearch and group work on types of eventsAssignment 1: The Event OrganiserTheory components of planning an eventResearch and group work tasks involved in planning an eventAssignment 2: Planning the EventTheory components of coordinating activities during an eventResearch and group work administrative tasks and types of problems that ariseAssignment 3: Running the EventTheory components of clearing and vacating an eventAnalyse the success of an eventTutorial supportAssignment 4: Reviewing the Success of the EventSupervised assignment workNon-supervised study time and completion of assignmentsAssessmentLearners can provide evidence to show how they have organised and co-ordinated a business event. Thesecan be in the form of witness testimonies and observations by the tutor and supplemented by a logbook keptby the learner.For P1 and P2, learners must describe the role of an event organiser and the skills needed for the successfulplanning and running of a business event. Learners must include an overview of the importance of followingorganisational and legal procedures when organising the event. This can be achieved using examples relatingto a business event that learners have organised or attended. Evidence can be in the form of a reportor presentation.For P3 and P4, learners must provide evidence of planning the business event which includes tasks suchas booking a venue, identifying resources, arranging travel and accommodation, organising materials, health,safety and security of the venue and equipment, etc. The plan should identify estimated timescales andbudget allocations.For P5, learners must demonstrate how they have provided support such as greeting delegates, checkingequipment is working, taking notes and recording attendance and cancellations. Evidence can be in the formof observation records or witness testimonials, together with a written account.Edexcel BTEC Level 3 Nationals specification in Business– Issue 2 – June 2010 Edexcel Limited 20105

For P6, learners should illustrate their answer with examples of different problems, for example faultyequipment, non-delivery of resources, typographical

planning a business event D1 evaluate the management of a business event making recommendations for future improvements P2 explain the role of an event organiser [IE] P3 prepare a plan for a business event [TW] P4 arrange and organise a venue for a business event, ensuring health and safety requirements are met [SM, EP] M2 analyse the arrangements

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