Running An Event

• Events
• Further Education (Key Stage 5)

Module 3

Running An Event

Running An Event

Running an event is the stage at which an actual event is taking place.

The planning process is very important when it comes to running an event.

During the planning stage the Event Planner will have gathered information relating to the event and filed it in the 'Logistics' Folder.

 

Complete the following sentence:

During the planning stage the Event Planner will have gathered information relating to the event and filed it in the...

1. Logistics Folder
2. The Planner
3. The Diary
4. Set Up Folder

Running An Event

The Event Planner needs to consider:

1. How it will happen?

2. How much it will cost?

3. How to ensure that it is carried out professionally?

4. How to ensure that all tasks are carried out on time?

 

Name one thing the Event Planner must consider when running an event:

Running An Event

The Event Planner needs:

1. Action Plan

2. Budget

3. Events Team

4. Contingency Plan 

Name one thing the Event Planner must have when running an event:

Action Plan

An action plan is created during the planning of an event and is very important in the running and evaluation of the event. It helps the Event Planner to:

1. Set out the aim of the event

2. Establish a budget

3. Build a team

4. Pick a venue and date

5. Confirm sponsors, exhibitors, and speakers.

The Action Plan assists the Event Planner to establish a budget. True or False?

Action Plan

The action plan should:

- Provide a record of actions and tasks to be completed. 

- Update any completed or outstanding tasks. 

- Keep the team organised during the running of the event. 

- Set out clearly team roles and responsibilities. 

- Contain minutes of meetings. 

- Contain contracts with suppliers.

Budget

The budget sets out Expenditure and Income. It takes into account any money spent on the event:

- Printing of tickets

- Speakers

- Venue costs

It records any profits made from the event: 

- Ticket sales

- Sponsorship

- Donations

What does the budget set out?

Budget

The Event Planner needs to: 

 - Work out any costs involved in running the event. 

 - Establish a Budget. 

 - Ensure that the Budget is not overspent. 

 - Seek to make a profit. 

The Event Planner needs to ensure that the budget is overspent. True or False?

Event Planner

The Event Planner needs to: 

1. The Event Team is made up of staff who assist in the         running of the event.

 

2. The Event Team are supervised by the Event Planner          who delegates tasks to them.

3. Each member of the team will be allocated with a role or      responsibility.

4. Teamwork is very important to ensure the success of the      event.

What is important to ensure the success of an Event?

1. Time
2. Money
3. Publicity
4. Teamwork

Contingency Plan

The purpose of a Contingency Plan is take into account any problems that may arise and how to deal with them. 

The Event Planner needs to have a plan in place in the event of something unexpected happening.

e.g. A Speaker is no longer able to attend due to illness.