P1.....................................................................................................................

1
Introduction...................................................................................................1
What is an event organiser........................................................................1
Laws associated with events......................................................................1
Skills associated with event organisers......................................................2
Section Two...................................................................................................3
Stages of an event.....................................................................................3
1. Meeting with client to collect details of event.....................................3
2. Researching clients wants...................................................................4
3. Meet again with client to confirm details............................................4
4. Book venue, equipment, speakers, catering – Pay deposits...............4
5. Send out invites – record replies.........................................................5
6. Put timetable of event together – confirm with suppliers/speakers....5
7. Hire staff.............................................................................................5
8. H & S check before event – Run event................................................6
9. Collect feedback from Staff, attendees, client. Pay outstanding
invoices...................................................................................................6

P1
Introduction

What is an event organiser

An event organiser is someone who bears all the responsibility of planning,

organising and executing a bunch of events (Anon, 2023).

The types of events that an event organiser might do includes: Corporate

conferences which are big events with lots of people, the main focus being
on a central theme, product or service, the main purpose of a conference is
to inform target audiences of relevant information and connect with them
(Indeed Career Guide, n.d.) (Event Academy, 2021); Trade shows which are events
that instead of covering a central theme of a single company it covers a
whole industry or theme, the purpose of trade shows is for business to show
their goods and services and disperse knowledge (Unique-exhibitions.co.uk, 2023)
(Event Academy, 2021); Seminars which are similiar to conferences but they
focus alot more on giving out information in the form of learning and training
people, the purpose of seminars is to simply educate people and improve
their understanding and knowledge of a subject. (Your studies - University of Kent,
2024) (Event Academy, 2021).

Laws associated with events

The main laws to consider for an event organiser are: Consumer Rights Act
2015; Data Protection Act 2022 and Under the Management of Health and
Safety at Work Regulations 1999.

The Consumer Rights Act 2015 covers: what should happen when gppds are
faulty; what should happen when digital content is faulty; how services
should match up to what has been agreed, and what should happen when
they do not, or when they are not provided with reasonable care and skill;
unfair terms in a contract; what happens when a business is acting in a way
which isn’t competitive; written notice for routine inspections by public
enforcers, such as Trading Standards; and greater flexibility for public
enforcers, such as Trading Standards, to respond to breaches of consumer
law, such as seeking redress for consumers who have suffered harm (Citizens
Advice, 2015).

The Data Protection Act makes sure than everyone responsible for using
personal data has to follow strict rules and make sure the information is:
used fairly, lawfully and transparently; used for specified, explicit purposes;
used in a way that is adequate, relevant and limited to only what is
necessary; accurate and, where necessary, kept up to date; kept for no
longer than is necessary; handled in a way that ensures appropriate security,
including protection against unlawful or unauthorised processing, access,
loss, destruction or damage. There is stronger legal protection for more
sensitive information, such as: race, ethnic background, political opinions,
religious beliefs, trade union membership, genetics, biometrics (where used
for identification), health, sex life or orientation. There are separate
safeguards for personal data relating to criminal convictions and offences.
You have certain rights under the Data Protection Act 2018, these include
the right to: be informed about how your data is being used, access personal
data, have incorrect data updated, have data erased, stop or restrict the
processing of your data, data portability (allowing you to get and reuse your
data for different services), object to how your data is processed in certain
circumstances (GOV.UK, 2018).

Under the management of Health and Safety at work regulations 1999, this
law states that as an employer you’re required to protect your employees
and others from harm, the minimum you have to do is: identify what could
cause injury or illness in your business (hazards); decide how likely it is that
someone could be harmed and how seriously (the risk); take action to
eliminate the hazard, or if this isn't possible, control the risk (www.hse.gov.uk,
n.d.).

The Employment Law covers alot of issues to do with work environments

with the main ones being: age discrimination; bullying and harassment;
disability; discrimination based on race, religion, sexuality or gender;
dismissal and employee grievances; employment contracts; equal pay;
holiday pay; minimum wage; parental leave; redundancy; working hours
(Cole, 2023).

Skills associated with event organisers

The skills that are required when planning an event are: organization,
problem solving, time management, negtiation, communication, IT skills and
interpersonal skills. Organisation is the ability to plan, prioritise and deliver in
an efficient manner, this skill is important because it allows you to save
money and time. (www.hays.com.au, n.d.). Problem solving is the ability to
identify problems and be able to think creatively to overcome or better the
problem, this skill is important as it allows you to tackle problems that may
hinder the business (Kaplan, 2022). Time management is the process of
efficiently planning your time, this skill is important as it means you get more
done in a shorter time period and increasing productivity (Coursera, 2023).
Negotiation is the skill to make 2 or more sides reach agreeable and
desirable terms or solutions, this skill is important as it doesnt let conflicts
cause as much problems and allows for better terms when negotiating things
like contracts . Communication is the ability to convey information to people
effectively, this skill is important as it lets the people you are communicating
with understand you clearer and quicker. (ApS, n.d.). Interpersonal skills is the
ability to communicate with others effectively and pleasantly, this skill is
important as it allows you to build better relationships. IT skills is the ability
to efficiently and effectively use technology like computers and phones, this
is important as the world runs on computers and for example allow you to
use excel and chart data.

Section Two
Stages of an event

1. Meeting with client to collect details of event

The event organisers role in this stage is to collect, record, and collate
information from the client about the event, including things like the budget
and theme. The skills needed during this stage would be: communication, as
you would need to communicate effectively between the client so that you
are on the same page; interpersonal skills, so you can communicate
pleasently and build rapport and IT skills so you can record and collate
information effectively. This legal requirements during this stage would
include contracts about the event and the event organiser would have to
comply with the Data Protection Law as they would be handling sensitive
information about the client and event.

2. Researching clients wants

The event organisers role in this stage would be to research effectively about
everything to do with the event like safety, venue, people, catering, etc and
compare times, prices, availability, size, etc between things like the venue.
The skills needed during this stage would be: IT skills, as the event organiser
would have to effectively collate all his research and comparisons in an
efficient way to show the client; Research skills as being able to find the right
venues, staff, etc might be difficult so the event organiser would need to
know how to reserch effectively. The legal requirements during this stage
would include licenses as that would be one of the things that the event
organiser would have to research and they again would need to comply with
the Data Protection Law since they would be handling sensitive information.

3. Meet again with client to confirm details

The event organisers role in this stage would be to reach out and meet with
the client again whether in person, over text, over videocall, etc and go over
all the details with their plan, research, and eventually confirming the plan
and what to go forward with. The skills needed during this stage would be:
communication, as you would have to go over the plan and any
miscommunication could mess up the event; negotiation, as you might need
to negotiate terms like dates, budget, and more to do with the event;
interpersonal skills, as you would be communicating with the client and
pleasant communication would build more rapport. The legal requirements
during this stage would include licenses, contracts and insurances as they
would all have to be discussed in relation to the event as the contract would
have to be finalised and they would have to consider Health & Safety Law
with all the details like furnature, food, drinks, etc. Again Data Protection Law
would apply as the event organiser is handling senstive information.

4. Book venue, equipment, speakers, catering – Pay deposits

The event organisers role in this stage would be to look over all the research
and finally book all the things like venue, staff, catering, etc that them and
the client spoke about, and also pay deposits that are needed. The skills
needed during this stage would be: communication, as they would be
reaching out to contacts, organisations, agencies, etc to book them and talk
over details; interpersonal skills, as the event organiser would be talking to
complete some bookings; IT skills, as some bookings may have to be done
on a website; Organisation, as the event organiser would have to organise all
the bookings. The legal requirements during this stage would include
contracts as some bookings may need to make contracts and licenses as
some services or goods may need licenses like alcohol.

5. Send out invites – record replies

The event organisers role in this stage would be to design invites and find
the people to send the invites to and then note down all the people that did
and didnt accept the invitation and who didnt reply, they would also have to
consider the needs of whose attending and how many with how much food,
drinks, chairs, etc their needs to be and then things like allergies and
intolerances need to be considered. The skills needed during this stage
would be: communication, as you would need to effectively communicate the
details of the event like the type of event it is, when and where it is, etc; IT
skills, as the event organiser would need to create the invite and send them
out on emails, text, etc.

6. Put timetable of event together – confirm with suppliers/speakers

The event organisers role in this stage would be to put a timetable together
of the event considering everyones availability and noting when they should
arrive and how long it may take to set up. The skills needed during this stage
would be: IT skills, since the event organiser would have to use a computer
to make the time table effectively; Time management, since the event
organiser would be managing the time order of the event; Communication,
as the event organiser would have to effectively communicate the timetable
with the people its relevant for like suppliers, speakers, chefs, etc; Problem
solving, as some time constraints will cause problems with the timeline of
the event and the event organiser will have to solve them. The legal
requirements during this stage would be Data Protection Law as the event
organiser would likely be working with sensitive information.

7. Hire staff
The event organisers role in this stage would be to reach out to contacts and
hire the necessary staff for the event. The skills needed during this stage
would be: Communication, as the event organiser would have to
communicate to all the staff/employers thats they are reaching out to and
effectively explaning their job, time, etc; Interpersonal skills, as the event
organiser would be communicating alot to hire the staff and interpersonal
skills would be useful. The legal requirements during this stage would be
Employment Law as the event organiser would be employing staff.

8. H & S check before event – Run event

The event organisers role in this stage would be to go over the whole event
and do a Health and Safety check and a risk assessment and aim to make
the event as safe as possible and then once it is finally run the event. The
skills needed during this stage would be: Problem solving: as the hazards are
considered problems and the event organiser would have to solve them;
Organisation, as the event organiser would have to organise the
enforcement of the Health and Safety. The legal requirements during this
stage would be Health and Safety Law as thats what the event organiser
would be abiding by for the check. The Consumer Protection Law would also
be in play as the event would be running and the consumers of the event
would be protected.

9. Collect feedback from Staff, attendees, client. Pay outstanding invoices.

The event organisers role in this stage would be to create surveys, questions,
etc and collect feedback from everyone they can including staff, attendees,
client, etc and then collate the data so it can be used for future
improvement, then also pay outstanding invoices that werent paid earlier.
The skills needed during this stage would be: IT skills to be able to create the
surveys and to be able to use the feedback effectively; Communication, as
the event organiser would have to make questions that can be understood
by the people answering them and that are useful and insightful to the event
organiser. The legal requirements during this stage would be Data Protection
Law as they would be handling sensitive information from the surverys.