Principles of supporting business events Essay

Principles of supporting business events Section 1 – Understand how to support the organisation of a business event 1. When organising a business event, describe the range of support activities that may be required. You will have to organise a venue, depending on type of event get appropriate size, make sure venue is available for particular dates, depending on location check transportation and accessibility get appropriate equipment for different types of presentations, what types of gadgets, will be or not needed some hearing aid, depending on size of venue and event. Arrange speakers, food and drinks : that will depend on how long the event is, will it be just few hours or all day or perhaps few days. Make sure range of food available, for example vegetarian or diary free. Send invitations, advertise the event, get documentations, licence and insurance cover if necessary travel and accommodation: that again will depend on type of event and how long it is going to be, for example if the event is international I have to organise things like visas, airport pick up, hotel and arrival to the event itself 2. Complete the table below by identifying two ways of providing support before, during and after a business event. Before During After 1. Invite speakers 1. Meet and greet, look after during the event, distribute documentation. Collect feedback. 1. Analyse feedback, circulating notes. 2. Book travel and accommodation. 2. Offering information, book taxi, deal with lost property, collect informal feedback 2. Contributing to analysing event. Section 2 – Understand the purpose of displaying professional and helpful behaviour whilst supporting a business event and how to do so 1. Explain the purpose of displaying professional and helpful behaviour when supporting a business event. Professional and helpful behaviour will make more efficient and effective event leave external and internal customers satisfied. Always helps to meet people with a smile and asking if you can help with anything, give people clear instructions what is happening for example when breaks will be taking place, how much time will occupy different speakers or activities so keeping everyone informed and as a result resources will be not wasted and people are generally more cooperative towards professionalism. On contrary not been helpful, for example, will create tension within people and lack of knowledge will leave people unsatisfied. 2. Describe ways of exhibiting professional and helpful behaviour whilst supporting a business event. There are few ways to exhibit professional and helpful behaviour. First thing people note, of course, is appearance. It is pleasant to see clean, well groomed people. It gives first positive impression and people’s mind already set for professionalism. Again a smile can do a lot when meeting people, smile means you want to help and ready to help. Smile invites to ask questions and leaves with positive attitude. When listening to a person it is important to keep eye contact as it relaxes people and if you listen attentively people again feel positive and that is exactly what you want them to feel about whole event and experience. Keeping everyone informed and get your job done such as paperwork, materials for event, answer questions, including phone and computer your main aim and recipe for successful event. Section 3 – Understand how to deal with problems encountered when supporting a 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. There could be many problem occur during event from very stressful to minor. They all fall into three categories: People problems Equipment problems Process problems 2. Identify possible solutions for each of the problems you have listed in Question 1 above. Possible solutions to event problems: 1. Always remain calm and polite, apologise to attendees if they experiencing a problem. 2. Find out exactly what the problem is and solution and if you can solve the matter, if not identify the colleague that can 3. Take appropriate action or undertake tasks specified by the colleague in charge† 4. Double check everything, use reliable supplies, proven techniques. Check equipment yourself and ask to do so your colleagues. Seek advice from experience people, reviews and other available sources. Remember what kind of problems you had at the previous events. 5. Ask yourself what kind of things could go wrong, what if main speaker doesn’t arrive in time, what if equipment fails etc. Plan what solution to problems could be beforehand. You should always check that problem was solved and make sure it doesn’t happen again.