Principles of supporting business events
1.2 Identify ways of providing support before, during and after a business event There are a number of supporting activities that are required when organising a business event, such as:
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Organising a venue,
Getting the appropriate equipment,
Arranging for speakers to attend,
Sorting out food and drink,
Preparing documentation,
Publicising the event,
Booking rooms and accommodation,
Ensuring there is appropriate insurance cover
Ways of providing support for business events:
Before: Circulating agendas and invitations, preparing equipment/ resources, advertising the event, booking venues/ catering and clarifying requirements of delegates.
During: Welcoming arrivals, minute taking, handing out resources/ spares, directing delegates to correct rooms/ facilities, registering arrivals, serving refreshments, providing name badges and notifying delegates of health and safety/ evacuation procedures.
After: Booking taxis for delegates, tidying/ cleaning, returning equipment/ resources, seeking feedback (verbal/ questionnaires), typing up notes and circulating outcomes/ follow-up actions.
2.1 Explain the purpose of displaying professional and helpful behaviour when supporting a business event Purpose of displaying professional/ helpful behaviour when supporting a business event: Strengthening reputation of organisation, encouraging positive outcome of event, return of those invited and further business. It is an inevitable part of the planning and supporting event process that problems will occur. You may not cause the problem yourself but you have to be able to manage and solve the problem when it occurs. Such problems could be; the venue is unavailable, you have received a poor response to the invitations sent out, the company has overspent the budget originally given, the venue or meeting room hasn’t been booked or clashes with something else and more. Your role when supporting a business event is to be able to adapt to the situation and resolve the problem at hand. Having a list of alternative arrangements or solutions is a good way to rectify and resolve these problems as well as knowing who to contact.
2.2 Describe ways of exhibiting professional and helpful behaviour whilst supporting a business event Ways of exhibiting professional and helpful behaviour may include:
• Smart, professional appearance
• Ensuring duties are understood before the event so that expectations are met
• Remaining approachable and professional at all times
3.1 Identify the types of problems that may occur when supporting a business event It is an inevitable part of the planning and supporting event process that problems will occur. You may not cause the problem yourself but you have to be able to manage and solve the problem when it occurs. Such problems could be; the venue is unavailable, you have received a poor response to the invitations sent out, the company has overspent the budget originally given, the venue or meeting room hasn’t been booked or clashes with something else and more. Your role when supporting a business event is to be able to adapt to the situation and resolve the problem at hand. Having a list of alternative arrangements or solutions is a good way to rectify and resolve these problems as well as knowing who to contact. The types of problems that may occur include:
• Late or absent attendees
• Equipment failure
• Refreshments unavailable, insufficient or inappropriate • Insufficient documentation/event packs
• Special needs of delegates
3.2 Identify ways of dealing with problems when supporting a business event Ways of dealing with problems includes things such as:
• Liaising with the venue to replace faulty equipment
• Requesting to use the venue facilities for copying additional documentation
• Passing on messages from attendees who are late or absent
• Passing on urgent messages for speakers or attendees.
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