Comprehensive Analysis: Role of an Event Organiser, Skills, and Tasks

This report provides a comprehensive overview of the role of an event organiser, detailing the various tasks and responsibilities involved in planning and executing successful events. It covers essential aspects such as venue selection, including considerations like capacity, location, and accessibility. The report also examines catering, emphasizing the importance of food safety, dietary requirements, and legal compliance. Furthermore, it delves into planning and reserving facilities, highlighting the need for a well-structured program, document preparation, and adherence to legal requirements, including health and safety and consumer protection. The report also addresses risk assessment, security, and the skills needed for effective event management, such as organizational, problem-solving, time management, negotiation, interpersonal, and communication skills, and the ability to work under pressure. The report emphasizes the importance of clear communication, efficient team management, and the ability to handle unexpected issues to ensure event success.

ROLE OF AN EVENT ORGANSIER.
P1,
Different tasks needed to be completed by an event organiser:
An event can be described to be known for many things such as a celebration, gathering or a
reunion. Events can be classified depending on how large is it, such as the size, what type of an event
it will be and the meaning behind the event. The role of an event organiser is for someone who that
organizes and directs the event. The event organiser needs to consider what is required from them
and it includes such as,
- Venue
- Location
- Catering
- Planning and reserving facilities
- Setting up programme
- Preparing and distributing documents
- Legal requirements
- Organisational procedures
VENUE
Firstly, the venue. Event organiser will need to decide on what venue will be used and with taking
consideration with what type of building and space needed. Event organiser needs to know the
capacity of the venue therefore, if there are too many people, it causes a distress due to the fact,
people will feel uncomfortable in tight spaces and this could have an affect on the event. The size
will influence the event because, with a large venue will accommodate more people with greater
facilities such as a large hall or a restaurant. If the event offers food or drinks, they should also set a
minimum food and drink spending amount in order to spread it out of all of the people attending.
Event organiser should plan and book a venue ahead of time such as 5-7 months, in order to have
enough time to plan other aspects of the events, such as catering, website or event brochures.
LOCATION
Secondly, an event organiser would need to consider the location as people will be looking for a
venue within a reasonable distance from their homes as it will influence them attending o not and
will influence the success of the event. They need to consider parking spaces as it will be essential
for attendees as nobody like to drive around a street looking for a spot to park and it could be
aggravating as it takes time to find a parking space. They also, need to consider if any of the
audience are traveling by trains and if the event has a near train station in which, allows them to
attend. Event organiser needs to consider the geographical location of the event, whether if the
location is safe in order for the attendees to feel comfortable attending the venue.
CATERING:
Thirdly, a venue will offer catering with a food provider so that they can gain more profit with
charging a down payment for the cost of food of each attendee. A caterer takes responsibility for the
food and beverages, as well as, overseeing the staffing of servers, chefs and others. Caters must
consider that some of the audience may have ethical consideration such as, Muslims are not allowed
to have haram food things like, pork, alcohol and the meat must be halal or, some of the audience

has dietary requirement therefore, they may need to change some of the recipe. If the event
organiser decides to provide their own catering, they must follow guidelines issued by the food
standards agency and the local authority environment health in order to prevent people becoming
ill.
PLANNING AND RESERVING FACILITIES:
Furthermore, the organiser needs to taking planning and reserving facilities into thinking as they
must ensure that everything goes to plan so that the event runs smoothly and becomes a success.
The organiser must choose a suitable time of year of the event while no other events are occurring
at the same time. If similar events do occur at the same time, it can cause clashes due to the fact, it
can result in poor attendance and the event can be poor. The event organiser also needs to
considers the festive season due to the fact, it can lead the events to taking place at the same time
such as Christmas events. Some suppliers, they are only available at certain times throughout the
year therefore, an organiser may need to base the events during those times. Even furthermore, the
organiser needs to decides if they want the event inside or outside depending on each season of the
year, spring, summer, autumn or winter. Some of the audience will expect WIFI therefore, the
organiser needs keep in mind that some of the area suffer poor connection rate and speed. On the
other hand, WIFI is not a necessary needed but can improve the audience satisfaction rate as they
can communicate to people and also allows the organiser can to communicate to others. The
organiser needs to take consideration of the facilities such as including, toilets in which tend to be in
an event, cash machine which allows people to withdraw money in order to spend it at the event,
first aid, baby changing room, changing room, policing If it’s a large event and bins. These are
important to have as it allows the attendees to be satisfied as they have the facilities needed for
them to use.
SETTING UP PROGRAMME:
Setting up programme, the event organiser will need to clearly outline what will happen on the day
of the event step by step in order to keep it organised in a programme format to allow the guest to
know where to and what they will be doing. This allows the audience to understand what is going to
happen on the day therefore, there’s no miscommunication. This allows some guest to decide if they
do not want to attend the event and if not, it allows more free space for more attendees to attend.
PREPARING AND DISTRUBTING DOCUEMENTS:
This is important for an event organiser to do as it helps and informs people to know what is
happening and where it is happening for the event. This could include; tickets, poster, name badge
feedback and thank you letters. This allows the event organiser to become more professional as they
allow the attendees to be informed therefore, the information cannot be misunderstood.
LEGAL REQUIRMENTS:
The Legal requirements that the event organiser needs to consider things like, health and safety
requirements. It is crucial to take into account health and safety measures because, it’s the duty as
an event organiser to ensure that all attendees are safe. The organiser needs to check a few things
such as site conditions, emergency planning, first aid, fire prevention and so on. Another one is that
food hygiene. Catering services, providing hygienic food to the audience is another event legal
requirement. All people supplying, storing and handling the food should comply with all relevant
health and safety legislation. This allows the risk of people becoming ill low as the event organiser
made sure the food is hygienic. Consumer protections gives the right to claim compensation against

the producer (the event organiser) if it has caused damage themselves such as personal injury. The
event organiser needs to make sure everything runs smoothly and makes sure there’s no hazards in
which can harm the attendees and this allows the event to become a success. If there is a situation
that does harm an attendee, they can claim compensation in which, allows the attendee to generate
money from the host.
RISK ASSESSMENT:
A risk assessment should occur for the event organiser due to the fact; it allows them to identify
potential safety hazards that could occur during the event. The importance of this it allows the
audience to be safe and conducting event risk assessment helps to minimize the risk of preventable
hazards from occurring. The importance of security allows people to feel safe during the event such
as some events have police in order to control the event if something does happen another is that,
they check the people before they enter the building and it ensures the safety of the people as they
check if they hold things that shouldn’t enter the building. Another is security camera that will
ensure if something does happen, they can use the evidence recorded in order to identify the
suspect or solve the situation.
Different skills needed by an effective event organiser:
ORGANSATIONAL SKILLS:
Event organiser requires a lot of planning and organising, even the smallest detail, as those are the
one that make an outstanding event. If the event organiser is not organised, the project can quickly
turn into chaos. To be successful, the event organiser must efficiently organise not only the details
about the given event but he also needs to mange and organise his team in which, sometime can
consist of hundreds of people. A well organised team will work more efficiently and get the job done
faster with less confusion and issue. If all these factors are considered to the event organiser, it will
allow him to mange it successfully and allow the event to be successful.
PROBLEM SOLVING:
Problem solving is crucial and important for an event organiser as it allows them to resolve any
problems or any last-minute confusion in which needs to be solved quickly. Types of problem can
vary such as conflicts from the audience in which the event organiser needs to handle the situation
calmly and quickly in order for the event to run more smoothly without any drawbacks. A lot of
things could go wrong such as, if the event involves sound equipment and it doesn’t work, the
organiser needs to solve the problem and must be prepared for a decision in which may can affect
the event, so planning is key and the organiser could use a backup sound equipment device in which,
will allow the event to continue to carry on.
TIME MANGEMENT:
Crucial skill for any event organiser because, having good time management ensures efficiency,
productivity and by planning ahead of time will allow the event organiser to reduce stress level as he
knows he has planned ahead without rushing in which, could cause problems within the event as the
organiser wasn’t prepared. By planning ahead in time, it allows the event organiser to have free time
in which allows him to either relax or continue planning for the event itself knowing he has time,
instead of rushing.
NEGOTIATION SKILLS:

The importance of negotiating will allow the event organiser to have power such as negotiating for
the price of the service or renting the venue. It allows for both parties to have a win-win. Having
effective negotiation skill has its importance such as, an effective negotiator will analyse a problem
and take into account the interest of each party in order for both parties to come to an agreement.
Another factor is that, it allows the event organiser to effectively communicate and ensures there is
no misunderstanding.
INTERPERSONAL AND COMMUNCATION SKILLS:
The most successful event organiser is those who are friendly towards the audience and its team and
are good at verbal communication and written communication. This is very important as this is a big
leadership role in which, consist of keeping in contact with multiple people. Communication skill are
key to create a successful event as the event organiser needs to clearly communicate and make sure
there is no misunderstanding for the team to carry out the task and to for them to complete on
time. Effective communication improves team building, improves productivity therefore, the event
organiser can complete more tasks in which allows the event to run smoothly.
WORKING WITH PRESSURE:
When running an event especially a lager one, not all things will go perfect. Working with pressure is
important for any event organiser to have. Things can get very stressful and can easily drive anyone
out of control so therefore, it is important for the event organiser to be calm and use his or her
leadership skill to keep everyone calm and not to get stressed out. With all the pressure on the
event organiser it can become a handful for them, so it is important to take decisions calmly and
with a correct and clear mindset to avoid further mistakes.
PLANNING SKILL:
It is vital for an event organiser to create a well detailed plan of consisting a back up plan in case if
the main plan doesn’t work or runs into problem. It should consist all the actions needed to be taken
for it to run smoothly. When it comes to planning it does not focus on the event solely but also
focuses on the external factors which can be related to traffic, weather conditions etc. This is
important for the event because, it can affect the success rate and if these external factors are not
be considered it can result in for the event to not succeed. Event organiser should plan ahead of
time in which give him time to think and has time for any actions to be made.
TEAMWORK:
Teamwork is a vital skill for the event organiser to have as it results in for the event to become even
more of a success. It allows the event organiser to work with his or her team effectively and allows
them to work even efficiently in which, allows them to complete a certain task quicker. Teamwork
allows people to bring in ideas in which the event organiser can consider in which, those ideas can
be used to have an affect on the event and allows each of the people to become motivated for the
event to become a success.
DECISION MAKING:
Making important decisions in which allows an event organiser to solve problems is a must skill to
have. The decisions the event organiser picks can ultimately have a crucial factor weather if the
event becomes a success or a failure. This skill will allow an event organiser to solve problems and it
allows them to focus on concentration towards achieving his or her goal, making the event a success.
BUDEGET CONTROL:

Calculating the expenses and the profit which will be made from running the event is important for
an event organiser therefore, setting up a budget is important as it can get the most use out of the
money and if the event organiser fails to keep within the budget, it can not only affect the profit but
also can result in making a loss in which, can have a factor of the event.
A3 Common formats for skills audit collection
LIKERT SCALE:
A Likert scale is a five- or seven-point scale in which is used to allow the individual to express how
much they agree or disagree with a particular statement. When answering a Liker scale, the people
will respond their level of agreement or disagreement for a series of statements.
SEMANTIC DIFFERENTIAL SCALE:
A Semantic Differential Scale is a seven-point rating scale that can be used to respond towards the
given event by asking them to choose an appropriate position on a. Semantic Differential Scale is
another way to make questions to an events attendee about the performance of the organiser, this
table can include phrase such as organised and disorganised or well manged and badly managed etc.
OBSERVATION:
Another common way to gain feedback. An observation is when an individual is asked to watch and
analyse what an event organiser is doing and to come with their own conclusion about their
performance. Observation is a good method to evaluate how someone is performing in real time.
The observer will take notes on what’s going well and what area is for the event organiser to
improve at. Sometime the observation is done without the event organiser knowing he or she is
being observed in which can benefit the event organiser due to, sometime they can feel overly
pressured therefore, without knowing they are being observed it will allow the event organiser to
work at his or her own speed.
QUESTIONAIRE:
A questionnaire is a set of written or printed questions with a choice of answers, devised for the
purpose of a survey. Example of this is when the event organiser can write things like “Am I good at
working with a team?” or “Am I good a communicating?”. People will then answer the question with
a choice of yes or no. When all the question is answered the even organiser can use this in order to
understand in what areas he is good at and what areas he needs to improve at.
APPRISAL:
An act of assessing something or someone. An apprising is all a mixture like the Likert scale,
Questionnaire, Semantic Differential Scale and Observation are all an Appraisal. These methods
allow the event organiser to understand in what they have done well and things they need to
improve at.
OWN SKILL IN A FORM OF A SKILL AUDIT:
Strongly
agree
Agree Not too sure Disagree Strongly
disagree
I am well
organised
X
I am good at
problem X

solving
I have good
time
management
skills
X
I work well in
a team
X
I can
communicate
well to others
X
I am good at
planning
X
I am good at
decision
making
X
I work well
with pressure
X
I am good at
budgeting my
money
X
I can
negotiate well
X
I have good
interpersonal
skills
X
A.M1 Analyse own skills against those required by an event organiser, highlighting areas for
development.
PROBLEM SOVLING
The reason why I agree that I’m good at problem solving is that, from personal experience in the
past, I have noticed that I usually solve a problem in a relative successful time for example: solving a
math’s problem and this can be related to an event organiser due to the fact, he needs to use maths
in order to control his budget cost. The conclusion I get from the Semantic Differential Scale is that
for this skill which I have, is similar to the one needed for an event organiser as I am good at this
skill. On the other hand, I need to improve this skill due to the fact, sometimes when I approach a
problem in which needs to be solved, I sometimes rush into the problem without thinking first and
this factor can separate me from an event organiser as they will think before they take action also,
when I approach a problem depending on the difficulty, I sometimes give up as I think this is too
hard to solve when I know I can solve it however, my attitude will take control and may influence my
action becoming rash. In order for me to improve this skill, I will be doing a number of changes such
as, readjusting my attitude behaviour towards a problem in which, I will focus on the solution

instead of giving up. I too will also not rush into a problem but deeply think on what I can solve in
which, where I keep focus and think about certain solution that can help me solve the problem.
NEGOTATING SKILL:
The reason why I think I think I’m not sure of having good negotiating skill is due to the fact,
whenever I negotiate towards my parents they will usually win and I would show a negative emotion
for example, me negotiating my pocket money that I would like to have an increase however, my
parents will always win. This relates to an event organiser because, they will negotiate the best price
for a certain service such as, the venue or the food cost. Event organiser will use this negotiating skill
in order to receive the best price in which will make both parties come to an agreement. The
conclusion I have come up with, is that I need to improve my negotiating skill by using various
techniques. Firstly, I need to practice hiding my emotions. I sometime lash out if the agreement does
not go my way in which the, an event organiser stays calm and if the negotiation doesn’t go their
way, they stay professional and does not show any anger to them. If I practice my emotion this will
allow me to stay calm and if the negotiation doesn’t go my way, I will not show any anger in which
may influence the opposition as they see me being polite therefore, they could readjust their
decision favouring both parties. Another improvement is that, I need to listen more instead of
speaking. Event organiser listens carefully and ways up their decision in which can have an important
influence of the negotiation going his or her way. This improvement will allow me to me listen more
carefully instead of speaking and butting in the conversation therefore, I can listen to what the
opposition is saying and think of a decision benefacting me.
ORGANISATIONAL:
The reason why I agree that I’m good at organising and have this skill is due to the fact, I plan and
prioritize things in order to achieve my goal. An example of this is my assignment work. I make sure I
work on my assignment early instead of late and this allows me to complete my work in time
compared to starting late in which, will result my work not being finished in time therefore, cannot
submit it. The conclusion I get from the Semantic Differential Scale is that for this skill which I have, is
similar to the one needed for an event organiser. However, in order to improve this skill of me
becoming more organised it that, relating to my assignment work, I should take a lot more notes in
which will help me write down a lot more information in which, will allow my work to be a lot more
efficient and detailed therefore, helping me not getting a resub. This will improve my skill and a step
closer to those skill required by an event organiser.
TIME MANGEMENT SKILL:
I have good time management skill this is because, I create a schedule and stick to it in in which I
prioritize it. An example of this is my revision hours. After I eat dinner, I go upstairs and revise for 1-
1.30 hours whilst taking small breaks. After this I would take a shower and go to bed at a time of
11.30 in which gives me enough sleep, in order to carry out for tomorrow. In conclusion, the skill in
which I have, is similar to those of an event organiser because, they need to plan and have a
schedule to follow in order to achieve his or her goal. On the other hand, I usually get distracted
whilst doing my work so in order to improve this skill, I need to focus and concentrate more in which
will allow me to improve this skill and also, I need to be more motivated whilst following my
schedule in which this will allow to be happier whilst revising.
COMMUNICATION:

The reason why I strongly agree that I can communicate well is because, I have self-confidence and I
can listen to others. These two factors allow me to have to communicate well and allows me to talk
without the opposition being misunderstood on what I have said. Along with this, I can communicate
to others in different language (English and Bangla) and this factor allows me to have a wider
opportunity to communicate to people who cannot understand English but can understand Bangla.
Being self-confident and listening relates to an event organiser due to the fact, they will need to use
this skill in order, to clearly communicate and make sure there is no misunderstanding for the team
to carry out the task and to for them to complete on time. The conclusion I get from the Semantic
Differential Scale is that for this skill which I have, is the one needed for an event organiser as I am
good at this skill. However, in order to improve my communication skill, I will be asking for feedback
from peers on how I can improve communicating to the others, and this will allow me to form a
better relationship with others as I can use the feedback then use whilst I am communicating to
them.
INTERPERSONAL SKILL:
I believe that I do have good interpersonal skill because, whilst in work (restaurant) I do work well
with my colleagues and I can communicate well towards them and towards customers. Also, with
the customers, I am friendly to towards them in which allows them to approach me more often
whilst visiting again. In conclusion, this skill in which I have is similar to one as an event organiser
due to the fact, they have to work well as a team and to communicate well in which will allow them
to complete certain task more quickly therefore, improving productivity and for them to become
efficient. One way to improve my interpersonal skill is to improve my body language and my tone of
voice. By improving these factors, this will allow me to improve my relationship with my colleagues
and towards the customers as they will see me being a lot more professional whilst working and
helps them having a good time whilst being in the restaurant.
A.D1 Fully justify how own skills match those of an event organiser
As of seeing my skills from the semantic differential scale, I could strongly agree that my
communication, working in a team and my budget control are an impressive in which allows me to
be a successful event organiser. This is an advantage for me because, I am able to work in team and
along with that I can communicate well towards them in which will allow the team and I, to
complete the task in a successful time in which improves our productivity rate and the team become
more efficient and boosts our relationship. Communicating and working in a team is a crucial set of
skills for an event organiser as this allows the event organiser to clearly communicate to others and
prevents no misunderstanding in which, for the team to carry out the task and to for them to
complete on time. Communication allows it improve team building, improves productivity therefore,
allows event organiser too complete the tasks quickly in which, allows the event to run smoothly.
But there are always improvements in which I can make such as, making sure I sound a bit clearer in
which prevents people getting the wrong message or getting misinformed. Event organiser always
does large presentation in which, I do believe I have good confidence when delivering as I have not
much fear when I am in public but, I need to make sure I do sound a bit clearer in which will help me
and the audience.
Interpersonal skills are a very important skill for being an event organiser as social skills are vital as
they work well with communication skill. When using these two skills to interact with other people it
allows the event organiser to be clear as possible and allows them to inform the opposition without
them being misinformed. Event organiser main interpersonal skills have to be leadership, motivating
others and team worming skills. This is key in order to lead the team to a success in which will allow

the event to be a success. I have used these skills many times. An example of this; me playing for my
football team. I have great interpersonal skill and communication and use these skills in order to
motivate my team to ensure we win the game. Communication is key in football as it ensures players
are being informed in what to do and increases the chance of us winning a game drastically. I have
good motivation skills to bring the team to its highest morale in which increased to the work
efficiency. My skills match the one to an event organiser due to the fact, both work in a team in
which needs to be communicated and both have motivated the team to ensure the goal is achieved.
An area of improvement is I need to stay calm this is because, sometimes whenever the goal is not
being achieved, my emotions get the best out of me therefore, I need to control this and this will
allow me to become more professional.
CONCLUSION:
By evaluating my skill and justifying how they are matched with the skills to an event organiser has
helped me find out the strengths and what the weakness are. I can see the area of my weakness in
which I need to improve but I can also clearly see I have important skills in which is required to an
event organiser. My organisational, communication, time management, problem solving and
working well in a team are my biggest skill in order to become an effective event organiser. Looking
at these skills in my Semantic Differential Scale has allowed me to find improvements for me to
become a stronger individual and of being an event organiser. Looking at the roles and
understanding the job of an event organiser has made me understand the requirements of being a
successful event organiser.
REFERENCES
(leoisaac, n.d.) (socialtable, n.d.)