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

2. 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

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

4. 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.

5. 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.

6. 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.

7. 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.

8. 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.

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

10. 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.

11. 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.

12. 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.

13. 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.

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