Business and Administration

Unit five: Principles of supporting business events

Assessment

You should use this file to complete your Assessment.

 The first thing you need to do is save a copy of this document, either onto your computer or a disk
 Then work through your Assessment, remembering to save your work regularly
 When you’ve finished, print out a copy to keep for reference
 Then, go to www.vision2learn.com and send your completed Assessment to your tutor via your My
Study area – make sure it is clearly marked with your name, the course title and the Unit and
Assessment number.

Please note that this Assessment document has 3 pages and is made up of 3
Sections.

Name: GIADA DENISE PERINI

Section 1: Supporting business events

This section will help you to evidence Learning Outcome 1: Understand how to support
the organisation of a business event.

Learning objective Place in Assessment

1.1 Describe the range of support activities that may be Question 1 Page 1
required when organising a business event

1.2 Identify ways of providing support before, during and after Question 2 Page 1
a business event

1. When organising a business event, describe the range of support activities that
may be required. [1.1]

There are a wide range of business events that we may need to support and help
organise. They can range from small in-house meetings to large festivals or
conferences. The range of support that may be required for the activities are:

- Organising a venue: these may be on the premises and must need to be

reserved but sometimes external venues need to be sourced and checked out
regarding their price and facilities available.
- Getting the appropriate equipment: this is determined by the site and type of
event. Some typical things that may be required are: Powerpoint presentation,
computer and screens, sound systems, among others.
- Arranging for speakers: for conferences and seminars the speakers are the
main feature. We need to find the correct speaker and check that they are
available and how much it will cost.
- Sorting out food and drinks: providing appropriate refreshments taking into
account special dietary needs and whether they need simple things as tea,
coffee, water, biscuits or a full three course meal.
- Preparing document: many forms of documentation like conference packs,
itineraries, invitations, minutes are the lifeblood of the meeting.

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- Publicising the event: making sure that the correct people know in advance
about the event whether it be a small internal meeting or a large conference.
- Booking rooms and accommodation: some events may need accommodation
booked for the speakers and occasionally staff.
- Getting appropriate licences: it is sometimes necessary to get appropriate
licences or approval that satisfies the local authorities or venue managers.
- Ensuring there is appropriate insurance: important to check whether the
venue has their own insurance or whether you have to arrange your own
cover

2. Complete the table below by identifying two ways of providing support before,
during and after a business event. [1.2]

Before During After

1. 1. 1.
Organising a venue Greeting attendees, Following up leads from
offering a warm and potential customers and
friendly welcome, making appointments for
completing registrations colleagues
and handing out badges
and packs

2. 2. 2.
Sorting out food and Liaising with venue staff Contributing to a review of
drinks and caterers and the event – what could be
organising suppliers improved?

© Creating Careers Ltd 2011-2014

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Business and Administration

Section 2: Being professional

This section will help you to evidence Learning Outcome 2: Understand the purpose of
displaying professional and helpful behaviour whilst supporting a business event and
how to do so.

Learning objective Place in Assessment

2.1 Explain the purpose of displaying professional and helpful Question 1 Page 2
behaviour when supporting a business event

2.2 Describe ways of exhibiting professional and helpful Question 2 Page 2

behaviour whilst supporting a business event

1. Explain the purpose of displaying professional and helpful behaviour when

supporting a business event. [2.1]

How we behave at an event will affect its success. Being unprofessional and
unhelpful can give disastrous effects on the event. The purpose of being professional
and helpful includes:

- A more efficient and effective event

- Achievement of event objectives
- Resources are not wasted
- Less conflict
- Internal and external customers will be satisfied
- Greater likelihood of support for similar events in the future
- People will be more co-operative

2. Describe ways of exhibiting professional and helpful behaviour whilst supporting a

business event. [2.2]

People observe our behaviour every day and form opinions about our character,
commitment and competence. The experience may happen face to face or by our
actions and they will make the judgement even if we don’t like it. Our challenge is to
remain positive and manage the judgements effectively. Positive qualities that are
looked at are:

- Appearance: whether we are clean, well-groomed and wearing the

appropriate clothes for the business.
- Non-verbal communication: making eye contact, smiling and looking attentive
when the attendee is talking to you.
- Communication: speaking clearly and at a sensible speed, so not too fast or
too slow, keep the attendee informed of what is happening and listen carefully
to answers.
- Behaviour: Being polite, friendly and attentive.
- Professionalism and technical ability: deal with the speakers and attendees
promptly, effectively using technology such as computers and telephones,

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having a detailed knowledge of the event so that we are able to answer any
questions and efficiently work on the event processes like completing
paperwork and getting the details of the attendees.

Some organisations will have checklists that will help staff that are supporting an
event. This helps employees to protect the right image to attendees.

If support staff possess the relevant abilities and behave in a professional and
helpful way the event will run better and attendees will have an improved
experience

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Section 3: Dealing with problems

This section will help you to evidence Learning Outcome 3: Understand how to deal with
problems encountered when supporting a business event.

Learning objective Place in Assessment

3.1 Identify the types of problems that may occur when Question 1 Page 3
supporting a business event

3.2 Identify ways of dealing with problems when supporting a Question 2 Page 3
business event

1. What are the main types of problems that may occur when supporting a business
event? You should include at least three different types of problems in your answer.
[3.1]

The problems we can find when supporting a business event may be minor, that is
no more than an inconvenience, or mayor, that could threaten the whole event.

Some typical problems that can occur are:

- People problems: this includes late or absent attendees or speakers.

- Equipment problems: computer, kitchen or audio-visual equipment failing.
- Process problems: the wrong people invited and the right people not, any
special requirements overlooked and insufficient documentation.

2. Identify possible solutions for each of the problems you have listed in Question 1
above. [3.2]

It’s always important to think carefully about the ways of dealing with problems when
supporting an event. If we can eliminate the problems from the beginning, then
problems are less likely to occur.

- To eliminate people problems: give the attendees plenty of notice of when the
event is happening so that the attendees can inform you if they are able to
attend.
- To eliminate equipment problems: always check the equipment works before
the events starts and have some equipment on standby if there is a problem.
- To eliminate process problems: make sure to check and double check that we
have the correct information for the attendees and that we send the correct
documentation.

To help fix any problems it is a good idea to have a contingency plan that will identify
the actions that must be taken if a problem does occur. Asking: “What if” questions
are at the heart of the contingency plan.

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Once you have completed all 3 Sections of this Assessment, go to
www.vision2learn.com and send your work to your tutor for marking.

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