1. The document discusses organizing an event and provides guidance on selecting an event idea, defining the purpose and goals, and conducting research on feasibility. 2. It emphasizes defining clear aims and objectives for the event through SMART goals to provide a framework for monitoring progress. 3. The document also addresses establishing roles and responsibilities for group members to plan different aspects of the event.

1. UNIT 13- ORGANISING AN EVENT Selecting the event

2. Setting the scene- coming up with ideas There are many events that you could reasonably choose to organise. Before you start planning your event, think about some of the different reasons for staging events. Brainstorm some ideas

3. Making choices You need to understand why you are holding the event we have chosen. The primary purpose for holding the event should not be simply to fulfil your exam specification requirements. The event should have some other primary purpose. What could these be?

4. To raise funds for a charity or cause To boost sales at a store or improve the public relations of a local business To maximise your profits, if you are running a mini enterprise company To boost recruitment to your school’s Key Stage 5 programmes To help you with your studies To provide entertainment and a sense of community to your peer group.

5. Clearly defining the reason for holding the event is critical to enable you to progress further and define your aims, objectives and the research that you need to carry out. In your groups you must consider the scope for teamwork and full participation by the group. All individuals must play a substantial part.

6. Viability and Feasibility Key terms: An event is VIABLE if it is capable of working successfully. An event is FEASIBLE if it can be organised relatively easily

7. Viability and Feasibility All organisations should do some research into the viability and feasibility of an event, before they commit to a potentially expensive event. This enables them to identify ways in which to minimise the cost of the event and to maximise the benefits to stakeholders. Furthermore it is important to identify very early on whether there is any interest for the proposed event.

8. Primary Research Primary research that could be undertaken could include: Surveys – ask potential participants to identify what they would expect and what they would pay possibly? Interviews – ask students what should be covered Supplier Prices – get quotes on costings e.g. caterers

9. Secondary Research Invaluable Obtain information on similar events held and highlight any possible problems May give you access to costings and customer feedback

10. TASK Make a list of research that might be useful to do to assess the viability and feasibility of our event. Prioritise the research and state what time you have available Get into your groups and discuss everyone’s ideas and then allocate responsibility to individuals and set yourself clear deadlines to collect the data. Next lessons we will analyse all the data collected and make some recommendations

11. Aims, Objectives and Outcomes The business aims of your event need to be stated succinctly, so it provides your team with the long term vision for the whole event. Work with your group and agree on a vision for your event. Once this has been decided it will be used in front of all stakeholders by displaying it on notice boards, letter headings and any publicity materials for the event

12. Objectives The objectives for the event need to be SMART. This means that they should be: SPECIFIC – explain clearly what is to be achieved MEASURABLE – a form of measurement is essential to establish what has been achieved ACHIEVABLE – Should provide a challenge (to motivate) but should be capable of being delivered REALISTIC – It should be reasonable to expect that the objective can be met by those responsible for doing so TIME BOUND – It should have a defined timescale, setting out when objectives should be achieved

13. If an agreed vision and SMART objectives are in place from the start, there is a strong framework for monitoring the progress of the event management and evaluating the outcomes of the event. e.g. “to cover all the syllabus content for unit 8 such that by the end of the evening all attendees have a sound understanding of the structure and content of a business plan”

14. Targets Once you have set you objectives in order to achieve them it might be necessary to set a number of targets e.g: To have secured a venue by xxx date To invite a bank manager to reflect on the bank’s experience of receiving business plans and to identify what makes a good plan from a bank’s perspective

15. Allocating roles From the start it is important that all the participants are allocated clear responsibilities for various aspects of the operation. These roles do not need to be set in stone and can be changed around. Different job roles: Someone overall in charge who chairs individual meetings Secretary – keeping records of all meetings and setting agendas Finance Market research Sales etc In some cases more than one person might take up the role. Each role must set clear objectives and goals Continuous review and reflection must take place