Please note that this Assessment document has 3 pages and is made up of 3 Sections. Name: Section 1 – Understand how to support the organization of a business event 1 . When organizing a business event, describe the range of support activities that may be required. Finding and booking a cost-effective and suitable venue. Deciding on the appropriate attendees and sending out invitations and/or publicizing the event. Organizing/checking the appropriate licenses and insurance cover.
Organizing refreshments – taking into account any special dietary requirements. Collating and printing off relevant paperwork/event packs. Organizing guest speakers. Organizing/hiring equipment and checking it before the event starts. Greeting attendees. Taking notes/minutes. Typing up and distributing notes/minutes after the event. Evaluating event. 2. Complete the table below by identifying two ways of providing support before, during and after a business event. Before During After Circulating agendas to attendees.
Registering attendees / giving them name badges. Typing up minutes 2. Organizing equipment Taking minutes Returning equipment Section 2 – Understand the purpose of displaying professional and helpful behavior whilst supporting a business event and how to do so 1 . Explain the purpose of displaying professional and helpful behavior when purporting a business event. The purpose of displaying professional and helpful behavior is to encourage a positive image of a business and to ensure that the event is cost-effective and beneficial.
If the staff support the event in a professional manner then it is more likely that the event will meet its objectives and be viewed in a more positive way ensuring future events will be well received and supported. 2. Describe ways of exhibiting professional and helpful behavior whilst supporting a business event. . Examples of professional and helpful behavior are: Presenting a smart and clean appearance. Being friendly and polite. Using non-verbal communication such as smiling and making eye contact. ; Speaking clearly and listening to attendees.
Being able to follow a procedure such as booking in attendees. ; Being knowledgeable about the event as to answer questions from attendees. It may be useful to supply supporting staff with a check-list of expectations so that they have a clear picture of what is required of them throughout (and perhaps before and after) the event. Section 3 – Understand how to deal with problems encountered when supporting a business event 1 . What are the main types of problems that may occur when supporting a business vent? You should include at least three different types of problems in your answer.
Many problems occur at business events if planning has been disorganized or incomplete, although sometimes problems occur despite the best of intentions. Prevention is better than a cure so the best way to deal with problems is to identify possible issues BEFORE an event and organism methods to reduce potential risks. Below are three different types of problems that could occur: 1) Equipment failure I. E. Powering presentation does not run on projector. 2) Late attendees 3) No provision for an attendees dietary needs . Identify possible solutions for each of the problems you have listed in Question 1 above.
A flexible and efficient approach to any problems will reassure attendees that you are concerned and trying hard to overcome the issue(s). Some solutions for the problems listed above are: Print-offs of the Powering presentation to distribute to attendees for reference. Asking the venue to supply back-up equipment in the event of failure. 2) To provide relevant paperwork for late attendees to enable them to ‘catch-up’ Ensuring that before the event attendees are given an appropriate method of intonating a nominated member of staff to notify of lateness. ) To liaise with the venue and utilities available refreshment facilities. To be aware (and have contact details) of nearby businesses that could cater for a dietary need at short notice. Before an event it is valuable to prepare a risk assessment to access what issues have a high importance and risk factor then prepare a contingency plan to cover them. It is important to ensure that the ‘back-up’ plans are cost effective though! Once you have completed all 3 Sections of this Assessment, go to www. Visionaries. Com and send your work to your tutor for marking.