Name:Tania Violet Chumarupanga
Student ID:776503
TASK
Importance of following agreed plans for an event
In order to achieve all the aims and objectives of an event, you must be able to follow the agreed
plans for an event.
Agreed plan for an event is a detailed outlet with all the details of the event like objectives, the
deadline to submit certain tasks or aims as well as the roles and responsibilities for certain
individuals who are involved in the planning. Agreed plan also includes:
i) The event aim and objectives
ii) Venue, date and time
iii) Roles and responsibilities
iv) Menu and all the catering details
v) Transportation
vi) Accommodation
vii) Deadline for certain tasks
viii) Budget
ix) Event marketing plan
x) Technical requirements for example lighting, PA system
xi) Entertainment
xii) Emergency plans
By following agreed plans for an event:
i) It will be easy to achieve the aims and objectives of the event as they will be clearly
listed down, you will not miss any detail of the event and you will be able to complete in
time as there will also be clear communication and clear direction on how to work
towards the goal. By following agreed plans, the event will be organized and successful.
ii) Knowing details about the venue,date and time also helps in several ways. Firstly, if a
venue is known you can therefore be able to make sure that the set up of the venue
matches what has been agreed on the plan and the details of the set up includes
decoration, equipment and the layout or seating plan. Secondly, the venue preparation is
important because it allows you to allocate some risks in time and manage the risks
before they become a hazard to the attendees. Lastly, it allows the planner to know
about the services being offered and not offered at the venue. If some services that are
needed for the event are not being offered by the venue you can look for service
providers in time and work towards the goal of the event.
Following agreed plans by looking at the venue details is important because it helps you to allocate
risks and prevent all the risks that could happen, also helps to find the missing details of the event for
example you can know if you have to hire certain service providers provided the venue is not offering
those services.
iii) Following agreed plans helps with roles and responsibilities in different ways.
Following agreed plans also reduces problems caused by lack of communication and order. This
makes the planning process less stressful.
Additionally, following agreed plans leads to attendees giving a positive feedback and this will boost
creditability to the firm and the firm or brand will be recognized by the majority because of the
positive feedback.
When everyone had been given a role, it means that they will be accountable for their outcome,
therefore the team members will work hard to achieve a positive outcome. Following agreed plans
helps with roles and responsibilities because all the team members will work hard to achieve a better
result which leads to a successful event at the end.
iv) The details of the event also includes the menu and the catering details. If the menu has
been confirmed, everyone will be aware of the dishes that will be served at the event
and if some people have allergies they will be assisted. The plan also helps with the
number of attendees and the time the meal will be served which helps the caterer to
prepare. By following agreed plans, you can ensure a successful catering experience that
meets the needs of the client who would’ve hired for the services.
v) The other important aspect when following agreed plans is information about transport
and logistics. If an event is going to be held far from where the guests will be staying,
there is need to arrange for transport that will carry everyone to the event site. This
includes looking for the suitable mode of transport, qualified driver, safest routes,
transport costs like fuel, pick up points, number of guests who need transport.
By following agreed plans on transport, you will come up with a well coordinated transport and
logistics operation which will be convenient for everyone.
vi) Following agreed plans on accommodation helps in various ways. It helps you to come
up with an efficient accommodation experience which will satisfy the guests and helps
building your brand. Following agreed plans on accommodation involves planning on
different several items like the convenient location for the guests to stay, the time the
guests will check in as well as the check in date and time, managing the capacity of
guests which helps to avoid problems like overbooking, hotel and lodges packages and
promotional alerts.
vii) The other detail when following agreed plans is meeting the deadline for certain tasks.
When the event is being planned, different tasks are assigned to different people who
are capable to deliver what is needed to be achieved. The plan outlines specific deadline
for each task ensuring what everyone needs to achieve before the deadline. It also helps
to focus on the most important tasks so everyone will work on those tasks first before
looking at other aspects of the event. Thirdly, the plan involves how and where to find
the resources needed to complete the tasks. For example, if the task is to take care of
the transport and logistics for the event, the plan will have details on the number of
attendees who need that service, the contact details of car rentals, specific mode of
transport needed and contact details for qualified drivers. All these details enables the
task to be completed before the deadline. Following agreed plans on meeting the
deadline for task submission will help the team to stay focused and it also encourages
hardworking to meet the deadline and come up with a successful event.
viii) Budgeting is also included in following agreed plans. Budgeting helps with the wise and
efficient ways to use money without overspending. The plan involves all the details of
the event like the venue and the amount needed to hire the venue, equipment which
needs to be used for the event, expenses that need to be paid for like the catering
expenses, decoration, hiring the DJ as well as the PA system. All these costs and expenses
will help us to know if everything fits in the budget. It also helps to focus on the most
important expenses that need to be paid for which helps to manage the budget
effectively.
ix) Marketing- The plan consists of the marketing goals and objectives and make sure that
everyone works to achieve the same result. It also helps to selective more effective
channels to market the event for example social media marketing, making posters, email
or look for employees who deliver fliers to the target market. The marketing plan also
helps to identify the target audience and find appropriate communication channel to
reach out the audience. It also helps to come up with the budgeting plan for the
marketing department. By following agreed plans, marketing can be more focused and
successful in attracting the target audience and results in a successful event.
x) Following agreed plans on technical requirements helps to ensure that technical
requirements are met and results in the event objectives being achieved. Technical
requirements includes looking for artists who are needed to perform for the event, also
helps in rehearsing so that the participants can be prepared for the event and also the
provision of equipment like speakers, microphones, power supply like a generator and
other technical requirements.
xi) Entertainment is also an important aspect when following agreed plans for an event.
Helps to choose the right Entertainment plan for the attendees.
xii) Emergency plan- helps to identify potential risks and hazards that could happen during
the event and then come up with a plan to prevent the risks from happening . For
example when a potential risk like lack of security at an event site is identified, trained
security guards will bring hired for the event to prevent dangers associated with lack of
security like theft and robbery. Other emergency plans includes medication. First aid is
always essential when there is a gathering of many people as something could happen
which requires medical attention so a first aid kit should always be available and you
should also have number for the ambulance.
Describe at least two ways to monitor an event
There are different ways to monitor an event and that includes on site monitoring which is when an
event manager is assigned to overseer an event.
On site monitoring is when an individual is present during the event to overseer the event. This
includes having event managers or coordinators as well as the staff that will be present on
monitoring on other departments like the technical to make sure if the cables are connected
properly and safely in a way that they can not be a harm to anyone. There can also be an individual
present to monitor the health and safety departments as well as the chief security officer.
Additionally, it is an effective way of monitoring an event because when a problem arise, a solution
will be found to solve the problem. Also the attendees can be assisted if they have any questions.
On site monitoring also helps with immediate response when a problem arise. Instead of everyone to
be confused and pointing on each other on who should assist when faced with a challenge. The
coordinator will be responsible and will help in taking immediate action when faced with a challenge.
To add on, there will be improved communication among the team members since everyone will be
informer about all the detail happening at the event
Lastly, on site monitoring helps to control the event and helps with immediate response when there
is a challenge.
The other way is remote monitoring and this includes installing CCTV cameras around the venue and
the use of social media to monitor the event.
Remote monitoring provides all the information happening at the event. No detail of what is going
on will be lost and this is helpful in various ways. Firstly it improves with the security, when
something is missing CCTV cameras can be checked to see what happened and the victim will be
assisted. Secondly, it helps to reduce some costs that could occur due to on site monitoring like
labour costs from the coordinators and event managers. Lastly, on site monitoring is a cost effective
and flexible way of monitoring an event.
Installing CCTV cameras will help you to see all the movements taking place at the event and it also
reduces some challenges faced when there is a huge crowd like theft.
With remote monitoring you can work out of your own comfort zone which is also an advantage.
Why dynamic risk assessments are used in running of an event
Dynamic risk assessment is assessing the potential risk that could happen on the event site
continuously and take measures to control the risks.
Some risks included in dynamic risk assessment involves shortages of fire extinguishers. When there
is a fire explosion within the building, everything will be burnt to ashes provided there are no fire
extinguishers so there should be measures to control the risk.
Other risks also includes the venue capacity. This is the number of guests that a venue can
accommodate. When planning an event you should include this factor to avoid problems caused by
overcrowding like outbreak of diseases, shortages of resources on the event site as well as dangers to
security.
Leaking roof and uneven floors is also a risk and there should also be precautions to avoid the
dangers.
Dynamic risk assessment is used in running of an event because it keeps the event site safe from
any hazardous conditions and it is also flexible as it allows the employees to respond to sudden
dangers that might occur.
Dynamic risk assessment allows workers to identify and analyze potential risks that could happen at
the event site and take measures to avoid the potential risks.
Additionally, it eliminates the hazards like bare cables that could cause electric shock or even fire
explosion will be eliminated thus improving safety at the event site.
Lastly, dynamic risk assessment helps to analyze the equipment used. Risks and hazards caused by
equipment will be analyzed and there can be changes in supervision as well as changing equipment
and machinery if they are a risk to everyone attending the event.
Explain the importance of using effective communications to inform others of relevant
developments.
Effective communication is when developments, ideas, risks and any other detail of the event is
shared to all the individuals in a clear and flexible way.
Effective communication helps to build trust among the team members because there will be clear
communication on developments and any other detail of the events that other team members need
to be informed on. Trust is also built through listening attentively to what other individuals have to
say about the event. To add on, trust through effective communication happens when there is
consistent communication.
On the other hand, effective communication is also important because it helps to resolve conflicts.
Clear communication helps to identify the common problem or challenge being faced and a solution
to the problem will be addressed and it helps to reduce conflicts. It helps to reduce conflicts because
it addresses issues directly which helps in resolving conflicts.
Additionally, effective communication helps to improve relationships because it strengthens bonds.
When sharing all the information and the details of the event through the proper communication it
helps to strengthen bonds among the team members and helps to build healthy relationships which
contributes to making a productive event.
Effective communication to others to inform them about relevant developments is very important. It
saves time because when other team members are informed about certain developments they will
move on to work on other objectives and the planning process will be done in a very short period of
time
Lastly, it enhances productivity. It reduces errors in planning thus enhancing the productivity. Errors
are reduced by highlighting the possible challenges that could be faced in planning the event.
Following the rules and regulations listed on the chosen communication also helps to reduce errors
in planning.
