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Managing A Business Event Presentation

This document outlines the key steps in planning and managing a business event: I. Identify the event objectives and type. II. Assess risks and budget. III. Define the roles and tasks of the event organizer which vary by event type. IV. Effective event planning requires skills like communication, time management, and arranging meetings. V. Consider relevant legislation. VI. Plan tasks and assign responsibilities. VII. Prepare detailed checklists for venue, facilities, and equipment. VIII. Get feedback after the event and review lessons learned to improve future events.

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33 views11 pages

Managing A Business Event Presentation

This document outlines the key steps in planning and managing a business event: I. Identify the event objectives and type. II. Assess risks and budget. III. Define the roles and tasks of the event organizer which vary by event type. IV. Effective event planning requires skills like communication, time management, and arranging meetings. V. Consider relevant legislation. VI. Plan tasks and assign responsibilities. VII. Prepare detailed checklists for venue, facilities, and equipment. VIII. Get feedback after the event and review lessons learned to improve future events.

Uploaded by

waiphyoaung1997
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Managing a Business Event

Presentation
I. Types of Event
• Event Objectives

• Formal/Informal, Routine/Non-Routine

• How to advertise
II. Event Selection
• Risk Assessment (general risks, legal risks, or
insurance)
- www.hse.gov.uk/pubns/indg163.pdf

• Budget
III. Role of the Event Organiser
The role of the event organiser covers a range of tasks which depend upon the
type of event. Find out as many tasks as you can by asking others who organise
meetings and events.

Event Tasks
• Meetings
• Seminars
• Staff training sessions
• Exhibitions
• Receptions
• Conferences
IV. Skills for the event organiser
1. To be an effective and efficient event organiser you need to
have excellent communication and interpersonal skills, as
you will be dealing with lots of different people.
(eg. Telephone someone, speak face-to-face, communicate in
writing, make a presentation at a meeting, etc)
2. Time management is a very important skill for an event
organiser. Keep a time diary for one week and analyse it to
help you see how you actually spend your time.
3. Arrange a meeting to discuss the planning of the selected
event.
V. Legislation Awareness
1. During the planning of the event it is important to consider
the legality of the event or whether some aspect breaches
national or local restrictions. Research the key features of
the following
• Data protection Act 1998: www.legislation.org.uk
• Health and Safety at Work etc Act 1974:
www.hse.gov.uk/legislation/hswa.htm
• Supplier contracts and agreements:Consumer Protection
Act 1987 and Supply of goods and services Act 1982(
www.thetimes100.co.uk/theory/theory.php?tID=155 and
www.thetimes100.co.uk/theory/theory.php?tID=412).
VI. Planning Activities
• You have identified an event to hold you will need to
discuss the major tasks involved and decide who will
undertake them.
• Every event will need someone to take minutes or keep
records.
Tasks Time needed Person responsible
VII. Administration Activities
1.You will need to prepare a detailed venue checklist for the
event covering aspects of the location, parking,
accommodation, catering and audiovisual equipment.

Facilities Yes No Comments

Location
Easy to find
Close to motorways, train station
Does busy traffic need to be taken into
account?

Parking
Is there parking at the venue?
Is this sufficient?
Are there any public car parks nearby?
Is there a parking charge?
Does the car park seem safe?
Accommodation
Is there wheelchair access?
Are the rooms of the right size?
Are there adequate electric sockets?
How near are cloakroom facilities?
What are the emergency procedures for the
venue?

Catering
What types of meals can be provided?
Can specific dietary needs be met?
Is the dining area suitable?
What arrangements are there for teas/ coffees?

Audio-visual equipment
What equipment is available?
Is it included in the cost?
Is it in working condition?
2. It is impossible to foresee everything that can go wrong on
the day of the event, but there are some things that can
be planned for in advance. Below you will see a list of
common problems. For each one write a few lines
describing how you would prepare to deal with them in
advance.
Problem How to deal with it

Power failure

Fire
Bad weather for an indoor event

Bad weather for an outdoor event

Non-delivery of resources

Inadequate choice of room

Last minute photocopying

Key note speaker stuck in traffic jam


VIII. After the Event
• You will need to get feedback from all interested parties
( including your team), in order to evaluate what went well
and any lessons learned.
• Hold a debrief meeting with your group and review the
event, the following items
- Review of aims and objectives of the event
- Any difficulties experienced and how these were resolved
- Evaluation from personal experience and feedback
- Lessons learned and recommendations for improvements
to future events

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