Handout 2: Preparing for an event PowerPoint presentation Contribute to the organisation of an event Handout 2: Preparing for an event

Today’s objectives Recap on previous session Identify venue requirements for an event Consider resource requirements for an event Look at pre-event documentation How to deal with attendee responses for events What to consider special requirements of attendees

What should we consider when choosing a venue? Venue requirements What should we consider when choosing a venue? Complete group discussion with learners.

Hotel conference rooms Conference centre Exhibition centre Theatre Types of venues There are many types of venues that can hold events. Depending on the event, you will need to select the most appropriate and cost effective for the organisation. Hotel meeting rooms Hotel conference rooms Conference centre Exhibition centre Theatre Meeting rooms within the organisation Restaurants and bars Wedding venues Discuss each venue type and give examples of what could be held there. Complete Activity 3.

Type of resources that we would need to obtain Obtaining resources Type of resources that we would need to obtain Complete group discussion with learners.

Obtaining resources Its important to plan for everything that you require, sourcing suppliers that meet both the needs as well as deliver value to the organisation. Some resources you need to consider include: Seating and table requirements Refreshments Lunch/dinner Accommodation Guest speakers Audio/visual equipment Go through examples of each resource. Complete Activity 4.

Pre-event documentation To ensure that any event runs smoothly it is vital to send out pre-event information to delegates. Sometimes this is called ‘Joining instructions’. Why do you think this is important? Complete group discussion with learners.

Pre-event documentation Things you should include in your joining instructions are: Event location, date and time Dress code Facilities at the venue such as accommodation and parking Travel information both by car and public transport Overview of the event Information you require from the delegate Go through each type. Explain the importance of each one. Ask the learners to consider what would happen if it was not included.

Collating delegate responses What information do you think we need to obtain from delegates? Complete group discussion.

Collating delegate responses It is vital to ensure that you collate delegate information prior to the event, which will include: Delegate personal information Confirmation of attendance Special requirements Pre-event information should be collated as early as possible prior to the event to ensure effective planning.

Special requirements of attendees Some attendees may have special requirements that you may need to accommodate. These could include: Dietary requirements Accessibility requirements Language requirements Give examples of requirements that could come up.

Special requirements of attendees Why is it important to try to accommodate the needs of delegates? Complete group discussion with learners. This discussion will embed equality and diversity into the session.

Special requirements of attendees Equality strands Age Race Sexual orientation Gender Faith and belief Disability Discuss each strand with the learner, ask the learners to give a positive of a strand being met and a negative of when a strand is not being met.

Questions? Recap on learning outcomes. Complete Multiple choice questions 2.