The Role of Event Organiser: Exploring Key Skills and Responsibilities

This report explores the role of an event organiser and the key skills and responsibilities required to be effective in this profession. It includes a skill audit to identify areas for development and a comparison of personal skills against those required by an event organiser.

The role of event
organiser

Contents
Contents...........................................................................................................................................2
INTRODUCTION...........................................................................................................................1
MAIN BODY..................................................................................................................................1
P1. Explaining role and skills required to be an effective organiser...........................................1
P2. Investigation of own skills in form of skill audit..................................................................3
M1. Analyse own skills against those required by an event organiser, highlighting areas for
development.................................................................................................................................6
D1. Fully justify how own skills match those of an event organiser...........................................6
CONCLUSION................................................................................................................................6
REFERENCES................................................................................................................................7

INTRODUCTION
Event is termed to something which takes place in planned and organised manner. Likewise,
event organiser is an individual or profession who is responsible to plan, organise along with
manage sensational occasions on cost effective and most efficient ways (Berners, 2017). Good
event organiser maps out plan, secure venue, firm up whole programme and keep client regular
updated about happing throughout the process. The purpose of the report is to explore key role of
an event organiser.
The report explains role and skills that are required to be an effective organiser. It further
investigates major skills of a person in form of skill audit.
MAIN BODY
P1. Explaining role and skills required to be an effective organiser
Defining ‘event’ and ‘event organiser’
As per Nallaswamy, Geetha and Subha (2019), event is defined as something which
happens or is regarded as happening in proper planned manner (Nallaswamy, Geetha and Subha,
2019). It is a particular contest that is part of program of contests. Some examples of event are
conferences, sponsorships, awards and competitions, seminar, networking sessions, trade shows,
festivals and parties. It is an occurrence located at individual point in space time, regarded as
fundamental observational organisation in relative theory.
According to Son, Huang and Padovan (2021), Event organiser is delineated to a person
who plan as well as organise occurrences or happenings of various types, from academic
conferences, career fairs, film festival, charity fundraising, industry exhibitions, business
seminars and hence forth (Son, Huang and Padovan, 2021). Main roles of event organiser are
creating budget which suits needs of clients, designing layout as well as agenda of event,
communicating with client to understand their needs along with special requests, hiring key
volunteers and monitoring delivery of services.
Factors which event organiser are require to consider when looking at each of the factors
Venue: It is significant for event organiser to decide perfect venue for the event. For
example, in context to business seminar, an event planner is required to select appropriate venue
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by looking towards type of building, required area of space and facilities for food as well as
beverages.
Location: Planning a corporate event depends on multiple factors, but there is one factor
which is key to success. Location of meeting or conference is key factor to be considered by
event organiser as it is suitable for kind of event to be held. Within location, some factors that
event organiser are required to look upon are amenities, easy to get the venue, rural area,
uniqueness, convention center possibilities.
Catering: Planning of food as well as beverage is important factor to be considered
while organiser an event. In context to business seminar, event organiser looks towards food
standards and arrange meals for participants (Bradley, 2019).
Planning and reserving facilities: While holding an event, event organiser is required to
plan and reserve facilities for ensuring success.
Setting up programme: In this, event organiser set time for the event. Making right
venue, right time is key for organising the event successfully. While determining right time,
event organiser look towards says of week, holidays and other events in calendar and type of
event.
Preparing and distributing documents: In this, event organiser considers ways to prepare
and distribute some of invitations to invite people for the event. One of the documents are
contracts invitations.
Skills required as well as reason an event organiser need them
Organisation skill: It is said to a skill that permits people for arranging and using
resources optimally. Event organiser needs organisation skill because it helps them to manage
time, workspace and energy well along with accomplish all tasks in successful manner. It
eliminated unnecessary ineffectiveness together with enable people to perform job tasks
effectively.
Communication skill: It is delineated as the potential for conveying or exchanging
feelings, thoughts, information and ideas effectively (Wang and Wang, 2020). Communication
skill is needed by event organiser as it helps them to listen to audiences, understand their
demands along with plan an event which envisions their desires. Through communication skill,
event organiser communicates right information to team and messages to intended audiences.
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Time management skill: It is defined as ability to use time effectively and productively.
Among event organiser, time management skill is needed as it ensures productivity as well as
assist in reducing stress. It includes allowing self-enough time for finishing activities and
balancing time in working.
Negotiation skill: The skill refers to potentials that assist two or more people or parties
agrees to common logical solution. It is one of essentially required skill among event organiser
as it assist them to keep the whole event within budget as well as get worth for money while
dealing with partners and team.
P2. Investigation of own skills in form of skill audit
Common formats skills auditing
Skill auditing is defined to a systematic assessment of knowledge and skill sets of an
individual. It provides evidence of current and development competence. For me as an event
organiser, skill auditing guides in measuring and recording skills that are required for the
profession. Purpose to conduct skill audit is to identify skills that are required in the profession
and skills which needs development or improvement. Some of formats related to skill auditing
are as defined:
Likert scale: It is unidimensional scale which a person uses for collecting attitudes and
opinions of others for analysing own skills along with knowledge (Bain and Podmore, 2021). In
other words, it is psychometric response scale wherein respondents specify agreement level to
something in points that are strongly disagree, disagree, neither disagree nor agree, agree and
strongly agree. With this format, I will determine my level of agreement or disagreement of
others for their skill sets.
Semantic differential scale: It is an approach which asks people to rate skill and
knowledge within frames of multi point rating option. For me, use of semantic differential scale
provides information about where views of others for their knowledge and skills lies on
continuum among contrasting adjectives.
Observation: It is statement of facts that are made during an audit as well as substantiated
through objective evidence. Observation method is suitable for me to audit their skill sets as it
represents end outcomes of weeks of reviews and discussions. It is deemed as most appropriate
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skill audit format for practical skills. Through watching how an individual complete set of tasks,
competence by performance are demonstrated properly.
Questionnaire: It is a format to assess skills of an individual through set of questioners
and then identifying potential gaps in skills along with knowledge so to develop them in future.
For me, questionnaire is quick, relatively cheap and efficient method for obtaining huge
information from large sample about skills and knowledge.
Using skill audit in shared area for complete own
Skill Audit for an event organiser:
Skill Typical descriptor Skill level Specific comments for
improvement neededLow High
Organisation
skill
Planning day to day tasks,
prioritising activities,
arranging resources and
dealing with paperwork
2 5  Avoiding distractions.
 Planning time.
 Building to-do list.
 Organising materials.
Problem
solving
Analysing alternatives,
selecting suitable
solutions, ability to devise
decisions and analysing
appropriateness.
1 5  Focusing on
solutions.
 Working on brain
through games or
logic puzzles.
Delegation Providing guidance along
with advice, matching
tasks with team and
maintaining staff
motivation.
3 5  Matching tasks with
people.
 Creating clear
instructions.
 Defining desired
outcomes.
Motivation Making tasks challenging,
applying motivational
techniques, encouraging
creativity, engendering
trust, understanding
4 5  Recognising great
work.
 Devising small and
measurable goals.
 Having positive
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individual motives and
providing team support.
attitude.
Interpersonal
skill
Building rapport, being
sensitive towards needs of
people, using body
language, listening
effectively, relating to
others and being assertive.
2 5  Cultivating positive
outlook.
 Acknowledging
other’s expertise.
 Practicing empathy.
 Maintaining
relationship.
Comparison of the skills against one that are explained in P1
Comparison between some of skills are as follows:
Basis of comparison Skills among event planner Skills within me
Purpose  Organisation skill:
Event planner require
organisation skill to
arrange resources and
complete working
effectively.
 Communication skill:
Within event organiser,
event organiser uses
communication skill for
exchanging information
with others to organise
an event.
 Time management
skill: Event organiser
needs time management
skill so to complete all
 Organisation skill:
For me, organisation
skill serve purpose
of eliminating
unnecessary
ineffectiveness.
 Delegation: Purpose
of delegation skill is
to empowering team,
builds trust along
with assists with
professional
development.
 Motivation skill:
Within me,
motivation skill
serve purpose of
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tasks promptly. eliciting a desired
outcome or
behaviour.
M1. Analyse own skills against those required by an event organiser, highlighting areas for
development
Skills are said to abilities for performing something which comes from experience, practice
and training. For an event manager, skills play crucial role in building professional network,
managing time, better communication and negotiation with clients, etc. It has been analysed that
there are certain skills that I need to organise an event. These skills are organisation skill,
problem solving, delegation, motivation and interpersonal skill. Moreover, other skills that can
help in organising a successful event includes networking savvy, multitasking, client-first
approach, basic understanding of events and budgeting. However, skills that are required within
event organiser are organisation skill, communication skill, time management skill and
negotiation skill (Graaf, 2018). The areas that needs further development are motivation skill,
delegation skill and organisation skill.
D1. Fully justify how own skills match those of an event organiser
Skills plays significant function to help a person to carry out task and complete working. My
and event organiser skill matches because I have keen interest in working as profession of event
planner. For example, I have communication skill that matches to skill of event manager as with
the help of communication skill, the event manager shares or exchanges views, information and
other details with wide number of people. Moreover, to match the skills in which I lack as event
organiser, I will undertake certain actions. For example, I lack motivation skill which I will
match through recognising great work, having positive attitude and devising measurable goals.
CONCLUSION
From the information presented, it is concluded that event organiser applies skills and
techniques for planning, organising and managing an event effectively. Some skills that are
essentially to be present within event organiser are organisation skill, time management skill,
communication skill and negotiation skill.
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REFERENCES
Books and Journals:
Bain, A. L. and Podmore, J. A., 2021. Relocating queer: Comparing suburban LGBTQ2S
activisms on Vancouver’s periphery. Urban Studies, 58(7), pp.1500-1519.
Berners, P., 2017. The role of the event organiser. In The Practical Guide to Organising
Events (pp. 18-36). Routledge.
Bradley, P., 2019. Standing up for standards: the 11th London Voice event. British Journal of
Healthcare Assistants, 13(9), pp.458-461.
Graaf, J., 2018. Equity market interactions: Exploring analysts’ role performances at earnings
presentations. Accounting, Auditing & Accountability Journal.
Nallaswamy, D., Geetha, R. V. and Subha, M., 2019. Evaluation of Faculty Performance on
Introduction of Continuous Annual Faculty Evaluation Score (CAFE). Indian Journal of
Public Health Research & Development. 10(11).
Son, I. S., Huang, S. S. and Padovan, D., 2021. Realising the goals of event leveraging: The
tourism and hospitality SME perspective. Journal of Hospitality and Tourism
Management, 49, pp.253-259.
Wang, C. and Wang, X., 2020. Key terms and concepts covered in this chapter. Events-Future,
Trends, Perspectives: An International Approach, p.115.
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