ccc.cambridgeshireeducationaltrust.org · Web viewThe marketing has not been effective or non-existent as Mrs Dobbing only found out about this from a neighbour which means that

Event Operations

Knowledge OrganiserFebruary 2020

What activities are involved in planning an event?

• Selection suitable date

• Identify resources required and availability

• Marketing

• Developing a communication strategy

• Setting aims and objectives

• Allocating roles and responsibilities

• Setting and working within a budget

• Risk assessment

• Administrative processes

• Gambling licence

Extra marks for description e.g.

Marketing - such as putting leaflets through people’s doors in the local area.

Identify resources - such as tables, staff needed.

What are the regulatory requirements for a raffle?

Pay a fee The organisers must register with the local authority as a ‘small society lottery’ They must prevent children under the age of 16 from participating.

How can event organisers meet accommodation requirements?

• Provide Camping/ caravans on grounds of the event venue so customers do not have to drive or pay for taxis and can sleep close to the event

• Give details of local pub and hotel/ local services

How can event organisers meeting catering requirements

• Hire food vans that sell a variety of food so that people can buy food and have a choice for different dietary requirements.

• Provide refreshments

• Set up BBQ areas

• Provide picnic benches

How can event organisers minimise security risks?

Restrict numbers by having tickets only sales. Budget for security staff to search people at the event Check ID at the bar for underage drinkers Issue wristbands using colour codes with a different colour for those who are under 18

What are examples of outdoor events?

Sponsored walk Cycle race Treasure hunt in the gardens of a stately home where you have to find clues to get to the hidden treasure Festival Fete BBQ Other examples of outdoor events

What are the ways to market an event?

Use social media Put a message on organiser’s website Produce a poster which is placed around the local area and ask local businesses to put it up in their window. Produce leaflets about the event which are eye catching and colourful Ask people involved in the organisation (e.g. business or school) to take three leaflets home, one for each

neighbour and one for their own family

What are some of the roles and responsibilities for events?

Role - to sell tickets / Responsibility - to issue tokens and taking payment

Role- housekeeping : car parking attendant / Responsibility - give people directions to park car

Role – Guest list / Responsibility – check people have paid for a ticket, refuse entry to anyone not on the list.

Role – Security /Responsibility – to make sure everyone follows the rules of the event and to keep everyone safe.

Calculating income from ticket sales

Tickets for an event cost £6 each. 413 tickets are sold. Calculate the total income from ticket sales: £2, 478.

Tickets for an event cost £4 each. 502 tickets are sold. Calculate the total income from ticket sales:


Tickets for an event cost £2.50 each. 218 tickets are sold. Calculate the total income from ticket sales:






Answering questions from an event brief

Justify why a venue is suitable for an event.

Venue for the above event is the school hall.

Example answer

Level 1: The school hall is free to use so is the best venue.

Level 2: The school hall has capacity for 200 people so it can easily accommodate all the guests is the maximum of 190 attend. The school hall is also a good choice because people are familiar with it and so can get to it easily and there is plenty of parking in the school car park. The biggest advantage is that the school hall is free to use which means there is no extra cost for venue hire which will increase the profit of the event.

Event Brief – School Quiz night

Anticipated numbers: 160-190

Selling ticket price: £7 (includes food platter on table)

Venue request: Bath

Date: Friday 19th April 2020

Running Order

18.00 Guests arrive, bar open

18.45 Quiz begins

19.30 Interval, food platters served

19.45 Quiz resumes

20.30 Quiz ends

20.45 Winners announced, prizes given

21.00 Event ends

Potential Event Costs

£4 per head for venue and food

£100 for quiz masters

£50 insurance

Event Brief – Gala Dinner

Anticipated numbers: 220 - 250

Selling ticket price: £45 (includes 3 course meal, drink on arrival and entertainment)

Venue request: Birmingham

Date: Saturday 9th July 2020

Running Order

18.30 Guests arrive, welcome drink

Calculate the venue and food cost if 175 people attend:

Calculate the income from ticket sales if 175 people attend:

Identify two other costs (other than those listed)

State one permission required for the event.

Read the information about 3 possible venues for the above event then choose the most appropriate. Write a justification about why you have chosen that venue. Use the example from the school hall to help you aim for Level 2.

Event Brief – Gala Dinner


Selling ticket price: £45 (includes 3 course meal, drink on arrival and entertainment)

Venue request: Birmingham

Date: Saturday 9th July 2020

Running Order

18.30 Guests arrive, welcome drink

1. Calculate the venue and meal cost if 250 people attend:

2. Calculate the income from ticket sales if 250 people attend:

3. Identify two other costs (other than those listed)

4. State one permission required for the event.5. Select the most suitable venue for the event6. Identify two venue features that will be of

importance to the event facilitator.7. Justify why the venue is suitable for the event.

Read the information about 3 possible venues for the above event then choose the most appropriate. Write a justification about why you have chosen that venue. Use the example from the school hall to help you aim for Level 2.

Event Brief – Charity fashion show


Selling ticket price: £5 (includes goody bag, fashion show and entertainment)

Venue request: Newcastle

Date: Friday 28th May 2020

Running Order

17.00 Guests arrive, goody bags, live music

18.00 Fashion Show

19.30 Live Music, refreshments

21.00 Event ends

Potential Event Costs

£2.50 per head for venue and refreshments

£500 for entertainment

£50 insurance

1. Calculate the venue and refreshment cost if 220 people attend:

2. Calculate the income from ticket sales if 220 people attend:

3. Identify two other costs (other than those listed)

4. State one permission required for the event.5. Select the most suitable venue for the event6. Identify two venue features that will be of

importance to the event facilitator.7. Justify why the venue is suitable for the event.

What are the costs involved in putting on an event?

Catering/Refreshments

Venue

Entertainment

Insurance

Decorations

Marketing

Printing

Equipment

Other specialist costs

What permissions required for an event?

Late Licence (if serving alcohol after 11pm) Music/entertainment licence Register to hold raffle Alcohol licence (if serving alcohol outside of a licenced bar/restaurant)

What is cancellation insurance?

If a problem arises that incurs additional expenses to keep your event running it will mean this is covered and paid by the insurance.

If you need to source an alternative venue at short notice it will be covered by the insurance. If you’re forced to cut short or abandon the event halfway through such as snow then the event organisers

can claim back losses.

Calculations from events

Sponsored Walk

Event AccountsIncome

£Expenses

£Sponsorship from participants 320.00Printing 12.00Decorations 9.60Refreshments for participants 28.00Tea and coffee for spectators 35.00 4.60Medals 25.00

Calculate the total event expenses

Calculate the total profit made from the event

Identify the factors that can affect a sponsored walk

Explain why the organisers must consider the weather

Example answer

Level 1 - Contingencies if it is rainy.

Level 2 - A football tournament is often outdoors so if it is raining it is likely that the pitch will get muddy and dangerous. The organisers need to consider whether the event could be indoors and accommodate the numbers that they are expecting.

Prom

Event AccountsIncome

£Expenses

£Ticket sales £2700Printing 45.00Balloons and decorations 60.00Catering 540.00Entertainment: Disco, photo booth, chocolate fountain 800.00


Calculate the total profit made from the event

Identify the factors that can affect a prom

Explain why the organisers must consider security

What are the features of a communication strategy?

Who to contact/or responsible

How to book

Timescales

What needs to be communicated

Communication goals

Communication methods internal and external

Communication skill

What should be included in marketing text for an event?

Ticket cost adult

Reduced cost (child/OAP)

Venue

Start time

Event name

Persuasive language (2)

Date

Write the marketing text for the following events:

Event details

Charity football Match Venue: All Saints Football ground

Ticket cost: £7 adult, £4 children/OAPs Date: Saturday 2nd April 2020

Start time: 2pm

Event details

Family Festival Venue: McGregor’s Farm

Ticket cost: £10 adult, £5 children/OAPs, £25 family ticket (2 adults & 2 children)

Date: Sunday 3rd August 2020

Time: 10am – 5pm

Analysing customer feedback

Example:

Level 1 - The event was a success.

Level 2 - Mrs Dobbing enjoyed the event as did her grandchildren which means the event has appealed to a wide age range. The event has not been well marketed so they might have lost sales.

Level 3 - The event feedback is very positive which suggests that the event has been a success and that the event has run smoothly otherwise Mrs Dobbing would have mentioned it in the email. The marketing has not been effective or non-existent as Mrs Dobbing only found out about this from a neighbour which means that the event may not have reached its full potential. Word of mouth is very powerful so it is possible that the friends of Mrs Dobbing may come next year with their families.

Write an analysis for the following pieces of customer feedback – aim for your analysis to be at level 3.

Event details

Family Festival Venue: McGregor’s Farm

Ticket cost: £10 adult, £5 children/OAPs, £25 family ticket (2 adults & 2 children)

Date: Sunday 3rd August 2020

Time: 10am – 5pm

Dear Organisers of the Charity Fashion Show

I would like to express my disappointment at the fashion show last night. I tried to ask for help getting my wheelchair through the doors of hall but no staff came to help, in the end another customer opened the door for me which was very nice of them.

The poster advertising the fashion show said there would be a welcome drink on arrival but all of the drinks had gone by the time I arrived. I did not bring any extra money with me because I didn’t know there was going to be a bar at the event.

The models and the clothes in the fashion show were beautiful and the music was enjoyable (although it was a little too loud at times). I wish I had known that the clothes were for sale because I would have brought extra money with me.

Kind regards

Ms Hickman

Good Morning

I would like to congratulate the team behind the children’s sports festival yesterday. The summer holidays can become very boring for children so having opportunities such as these are very welcome. I have three children which can make events expensive but I

What is the role of transport organisations in events?

Travel To provide people with a means of getting to and from the event.

Why do large scale events work with the emergency services?

Level 1 - In case there is an accident or someone is ill.

Level 2 - The organisers have a legal responsibility to health and safety and as it is a large event someone may be seriously ill so they inform the emergency services so they can be available in the event that someone is seriously injured or has a medical emergency.

Good Morning

I would like to congratulate the team behind the children’s sports festival yesterday. The summer holidays can become very boring for children so having opportunities such as these are very welcome. I have three children which can make events expensive but I

Good Evening

I would like to express my thanks to the PTA for the excellent quiz last night. My friends, husband and children really enjoyed the event. We were disappointed not to be crowned the winners but the disappointment did not last long because of all the fun we had.

The food served in the break was delicious and made the ticket price worth the money. We didn’t realise that there would be extra games and stalls during the evening, I hadn’t brought enough extra money with me so my children were upset that they couldn’t take part in everything.

Occasionally the microphones used by the quiz master turned off and on so we missed a couple of questions but the quiz master was happy to repeat them for us so no harm done.

I told my friend about the quiz and she didn’t know about it, I think more people might want to come next time.

I hope you raised lots of money.

Best wishes

Mrs A Gunnell

What permissions are needed for running a large scale event?

Council

Traffic management

Emergency services

Land owners

What is a ‘written agreement’?

A contract that is legal and sets out the terms and conditions of the booking

What is public liability insurance?

It gives legal cover if someone has an injury at the event.

What are examples of corporate events?

Team building event where members of an organisation get to know each other better and develop new skills. Conference such as a doctors conference to discuss a medical topic Golfing event - these events have a large number of people socialising and networking

What are examples of indoor events?

Fashion show Auction Disco Dinner Dance Jumble sale

Identifying Risks - Identify the health and safety risks at the following events:

Roller Disco Soft play party Sponsored walk School Prom Fashion Show Quiz Night Disco Festival Stalls Family bike ride

What measures might be put in place to reduce health and safety risks?

Additional staffing Restrict numbers First aid trained staff Clearly labelled ingredients on refreshments ID required for alcohol sales Hygiene certificate for making and selling food Room layout Keep emergency exits clear Advise the council Signage Information to participants Route choice Barriers keeping pedestrians/vehicles separate

How would additional staffing minimise health and safety risks?

Level 1 - Staff will have people to be responsible for so can spot problems more easily.

Level 2 - Having more staff will mean that there are more people available tocheck that people are following instructions and behaving appropriately so staff will be able to spot issues quickly and make sure people are not misbehaving.

How would restricted numbers minimise health and safety risks?

Level 2 - Restrict numbers by having tickets so there are fewer people at once which means there is less risk of people coming into physical contact with one another.

What is a receipt?

A receipt is a document which is provided by a business to its customers every time a product or service is sold. It its a buyer’s proof of purchase.

What is an invoice?

A document produced by the supplier to tell the customer how much the owe for goods or services.

What is a booking form?

A form designed to collect key information about a customer such as personal details, goods or services required, dates etc.

What is a corporate event?

Business event (1 mark) An event that is held by a company/corporation such as company organising an away teambuilding

event for its employees. (2marks)

What are the responsibilities of a venue provider?

Provide accommodation & food

Provide rooms to accommodate the number of guests booked to the event

Provide rooms set up for the type of corporate event e.g. cabaret

Provide health and safety information to the person running/organising the event

What is cancellation and abandonment insurance?

It covers costs if a problem arises (1 mark) If a problem arises that incurs additional expenses to keep your event running it will mean this is

covered and paid by the insurance. (2 marks) If you need to source an alternative venue at short notice it will be covered by the insurance. (2

marks) If you’re forced to curtail or abandon the event halfway through such as bad weather then the

event organisers can claim back losses. (2 marks)

How could the weather affect an outdoor event?

• Weather - hot/cold/fog etc

• Pollution

• Poor/Good attendance

• Abandonment

• Loss of profit/increased profits

• Damage to the environment

Example answers

Level 1

It could rain so not many people will come. (1 mark)

Level 2

If it is wet it could cause floods on the ground so it might mean the course has to change. If it is too hot people might get too hot and get sick from sunstroke. (3 marks)

Level 3

The event attracts over a hundred people so if it rains the wood might be eroded due to the number of cyclists. This could harm the footpath. If the pollen count is high it might mean that people get hay fever and find it unpleasant to do the bike ride. If the weather is hot it might mean more people come so it will be a more successful event. If the weather is not good, like raining, it probably means less

people will attend because it is an outdoor event and people won’t want to get wet. If the weather is really bad, they may even have to cancel it because the ground might be so wet it is dangerous as the cyclists could fall off and hurt themselves. (6 marks)

How might marketing affect an event?

• Poor/Good attendance

• Target market

• Appeal

• Publicity

• Complaints

Example Answer

Level 1 Poor marketing means fewer people attend. (1 mark)

Level 2 If the event is marketed in a positive way locally they might get more people to attend as people will be made aware of it and will think it looks a good place to go. If the event has poor marketing no one will know about it. (3 marks)

Level 3 If the event is marketed on the internet, in national papers and the television then it will mean people from outside of the region will know about it and it could attract larger numbers as it is communicated to more people. If the marketing is just in the local area then it is likely that only local people will attend. If the marketing materials use images and words that make it sound fun then families are more likely to go as it will sound more appealing. If the event activities are not right for the people attending it is likely there has been no market research to find out what people would enjoy doing and there is a risk of poor publicity and maybe complaints. (6 marks)

How can organisers minimise potential financial risk?

• Increase marketing

• Carefully select ticket or entry prices

• Add on charges such as refreshments, stall holders, extra games etc.

• Planning e.g. cost breakdown etc.

• Budgeting

• Risk assessment

Example answer

Level 1

Take out insurance. (1 mark)

Good marketing. (1 mark)

Level 2

The organisers should work out how much they need to make to break even and have a contingency in place as part of the planning. (3 marks)

Level 3

The organisers could have a detailed breakdown of all costs associated to the event. They should have a budget that they work too and have a contingency in place as part of the planning in case of problems. The organisers should also have regular reviews to check that they are within their budgets.

Calculating Sales, Expenses and profit

Event – Children’s DiscoCost price Sales Expenses

Tickets £400DJ £250Decorations £35Fizzy drinks £49 £96Juice cartons £34 £56Crisps £30 £50Chocolate Bars £40 £60Bags Sweets £40 £100Printing £20

Calculate the total amount of sales


Calculate the total profit made from the event.

Event – School Shop Opening Cost price Sales Expenses

Jumpers £600 £750Trousers £400 £550Polo Shirt £300 £500Skirt £350 £441Pencil £10 £15Rulers £30 £15Pencil Sharpeners £5 £1.50Printing £5Balloons £6.30Sweets £18




Event – Summer Fair Cost price Sales Expenses

Cakes £5 £10Ice Creams £50 £100Lucky Dip £22 £39Guess number of sweets

£8 £12

Treasure Map £7 £13Popcorn £3.99 £21Chocolate tombola £32.50 £48Printing £7.50Bunting £7.99




What questions could you use in a questionnaire after an event to target future audiences?

Are you male/female? (1 mark)

What are you interested in? (1 mark)

What is your occupation? (1 mark)

How many people are in your household? (1 mark)

What age are you? (1 mark)

Did you enjoy the event? (1 mark)

Did you think the price of the last event was good value? (1

mark)

What are the responsibilities of event management organisations?

Arrange the event. (1 mark)

Arranging security. (1 mark)

Organise the planning of the event (2 marks)

Manage the finances by setting budgets and checking that the event does not exceed in any way. (2 marks)

How do event management organisations work with security companies?

Example Answer

Level 1 - An event management company will look after the management of the event to make sure it runs smoothly. The security company will check people and make sure the event is safe for everyone attending. (2 marks)

Level 2 - A security company will need to be briefed by the event management company about the number of delegates and the order of the event so that the security company can ensure guests are checked against the official list supplied and the event runs smoothly. The two companies will need to communicate with one another if there are any changes on the day so that key people are protected and the event runs without any security risks. If delegates are coming from different countries the event management company need to tell the security company about where people come from so that the security can take account of local traditions. (4 marks)

What are types of sporting events?

Football tournament (1)

Sponsored walk (1)

Family bike ride encouraging families to take on a riding challenge together. (2)

Half marathon around the city centre so participants can take in the tourist sights as they run. (2)

Sports festival (1)

Sports match (1)

What are the different types of event?

• Fundraising

• Corporate

• Social

• Outdoor

• Indoor

Sports

Example with description

Corporate bonding session for new staff joining the company could be held in a hotel, dinner and dance (2).

What are the stages for calculating profit, loss, break even?

1. List sales revenue e.g. from ticket sales

2. Calculate total sales revenue

3. List costs e.g. staffing

4. Calculate total costs

5. Deduct total costs from total sales revenue

6. Identify profit, loss or break even

7. Evaluate the financial performance of the event

What are examples of fundraising events?

Auction Film Night Tournament Festival Fair

What is equipment insurance?

Equipment insurance will cover costs in the event that the organisers damage equipment such as a laptop.

What are the planning activities required when organising an event?

• Identify resources required and availability

• Marketing

• Developing a communication strategy

• Setting aims and objectives

• Allocating roles and responsibilities

• Setting and working within a budget

• Risk assessment

• Administrative processes

Select venue

Adding description into planning activities e.g.

Identify resources requires such as laptop and overhead projector. Allocate roles such as who is going to greet people on arrival.

Why is promotion important for an event?

Level 1 - The promotional materials will let people know about the event. It might tell them when it takes places and cost so they can book a ticket.

Level 2 - Promotional materials need to be planned so that people can be allocated roles and there is time to produce and position the materials. Planning promotional materials also helps make people aware of the event so it helps reach the target sales. If they promote the event in advance of the evening they are likely to attract more people and sell more tickets so they will make more money for the charity.

Read the emails below and for each one complete a booking form using the information in the email. Be careful to use capital letters for names.

To: Linda Gaffney From: Cat MackayDate: 23rd February 2020Re: Fashion ShowDear Linda

Thank you for your help so far with organising the charity show for our charity fundraising event.

I would like to go ahead and book the cabaret room at you hotel for Sunday 6th May 2020. We will arrive to set up the show at 10am on the day. Guests will begin arriving at 1.30pm and the fashion show will begin at 2.30pm.

The show is planned to end at 4pm, I believe it will take us around two hours to pack up and leave the hotel.

We are expecting approximately 150 guests. We would like to use the projector and sound equipment that you told me are in the cabaret room.

I will come to the hotel later this week to make the payment.

Best wishes

Cat

To: Steve Hall From: Harry HopeDate: 3rd March 2020Re: Party ConferenceDear Steve

Further to our conversation please can I book the main auditorium for the Conservative Summer Conference on Friday 1st July 2020?

The conference will begin at 9am and will finish at 3pm. We will break for lunch at 12.30pm for 40 minutes and would like a buffet lunch for the 110 delegates.

We are expecting some high profile members of the Conservative Party to attend the conference and therefore will require security on all doors into the venue and for guests and employees to show their ID and have bags searched before entering.

My finance team have transferred the full payment of £2300 using the bank details you provided.

Kind regards

Harry

How might an event organiser and a venue (e.g a hotel ) work together?

• Security

• A wider range of facilities

• Help with promotion

• Catering

E.g.

Level 1 - The Wedding Fayre organiser can provide catering to save having to contact an outside caterer. The hotel can promote the event.

Level 2 - The wedding fayre organiser will work with organisations that will want to exhibit at the fayre. The organiser will need to work with the hotel venue to arrange a suitable layout and get them to set

Booking Form

Full Name: ____________________________________________________

Event: ________________________________________________________

Date of Event: _________________________________________________

Start Time: __________________ Finish Time: ______________________

Number of Guests: _____________________________________________

Special requirements: ___________________________________________

Booking Taken by: ______________________________________________

Booking Form

Full Name: ____________________________________________________

Event: ________________________________________________________

Date of Event: _________________________________________________


Number of Guests: _____________________________________________


Booking Taken by: ______________________________________________

Booking Form

Full Name: ____________________________________________________

Event: ________________________________________________________

Date of Event: _________________________________________________


Number of Guests: _____________________________________________


Booking Taken by: ______________________________________________

Booking Form

Full Name: ____________________________________________________

Event: ________________________________________________________

Date of Event: _________________________________________________


Number of Guests: _____________________________________________


Booking Taken by: ______________________________________________

Booking Form

Full Name: ____________________________________________________

Event: ________________________________________________________

Date of Event: _________________________________________________


Number of Guests: _____________________________________________


Booking Taken by: ______________________________________________

Booking Form

Full Name: ____________________________________________________

Event: ________________________________________________________

Date of Event: _________________________________________________


Number of Guests: _____________________________________________


Booking Taken by: ______________________________________________

tables in advance of the event. The hotel and organiser can produce joint promotional material. It can promote the fayre and the hotel as suitable wedding venue. The wedding fayre organiser associated with a hotel can offer different facilities such as catering and hospitality and security.

Describe how weather could affect an outdoor event such as a fete

• Poor attendance

• Abandonment

• Lack of food providers/sub-contractors attending

• Loss of profit

• Damage to the environment/field

Example answer

Level 1 - Less people will attend because it is raining.

Level 2 - A summer fete is mainly outdoors so if it is raining less people will attend as they won’t want to get wet.

Level 3 - Weather can have positive and negative effects. A nice day could mean more people willing to attend but it could mean that people find other things to do like go to the seaside or do the gardening. If the weather is not good, like raining, then that probably means less people will attend because it is an outdoor event and people won’t want to get wet. If the weather is really bad, they may even have to cancel it because some of the people running the stalls might not attend or the ground might be so wet it is dangerous.

What types of licence might be needed for an event?

• Alcohol licence to sell alcohol

• Noise licence to regulate noise for people living nearby

Music licence to have live music played at the event.

• Parking permit to allow guests to park at the event.

How can organisers make sure tickets are secure?

• Keep stock locked up securely so they can’t be stolen and sold unofficially or given away.

• Design tickets so it is difficult to produce counterfeit ones, e.g. add a watermark.

• Front of house security trained to check closely so they can identify any fake tickets and not allow people inside.

Print names of tickets and require guests to bring ID to prove they are the owner of the ticket.

What are examples of a social event?

Disco Dinner BBQ Children’s party Prom

How can organisers minimise overcrowding?

• Layout of the event area

• Timing of concerts / activities

• Adhering to regulations linked to numbers on site

• Secure fencing of the area

• Security staff to patrol to ensure “no participants sneak in”

• Parking provision off site

• Stagger transport to and from the venue

Example answer with detailed explanation

Have different things going on at the same time so splitting the number of people at each activity will mean there are fewer people in one area so less likely that people get squashed.

What roles do different organisations have at an event?

• Council: arrange for licences

• Insurance companies: insure the event

• Security: man the event/ensure compliance

• Police force: ensure compliance/enforce the law

• Health service; St Johns ambulance etc., assist with medical emergencies/issues

Sample answer St John’s Ambulance (1) would provide first aid at the event to anyone that was ill or had an accident (1).

What technical factors could affect the success of an event e.g. Music festival?

• Sound interference

• Equipment for catering breaks down

• Music systems fail

• Health and safety systems fail e.g. temporary toilet blocks

• Permissions/licences do not come through

Example answer

Level 1 - The music system could fail.

Level 2 - If there were problems with the music system, people would be unhappy as they had come to listen to music.

Level 3 Probably the most important technical factor relates to music. This could be about the equipment the performers use or the sound system. People are attending a music festival for the music so any technical issue with providing that music will mean it isn’t a success. Technical issues could also relate to any public address system. If the organisers had important messages to get out to the people and there was a problem, this could cause health and safety issues if people couldn’t hear it. Technical issues could also be about internal communications. If the organisers couldn’t get messages to security or security couldn’t get messages to other people this could cause problems about safety to people at the event.

What is Public Liability Insurance?

Public Liability insurance covers injury in the event someone has an accident whilst at an event.

What questions could an events team ask about the organisation of an event in a questionnaire after the event?

How did you get here?

How long did you have to queue to buy your ticket?

What do organisers need to do to comply with Health and Safety regulations e.g. at music event?

• Make floor area safe

• Clear Emergency exits in case people need to use them.

• Make sure wires are taped down to avoid trips

• Make sure stage sets are put up and taken down safely and secure during the event.

Carry out a risk assessment of the venue to identify any risks and check legal requirements such as fire exits.

Analyse how a marketing idea will effect the event’s success.

Example answer

Level 1: More people will know so come to the event

Level 2: If the leaflet is eye catching it is more likely that people will look at the leaflet, which will mean more people know about it and will come to the event.

Level 3: If the leaflet is eye catching it is more likely that people will look at the leaflet, which will mean more people know about it and will come to the event. If every pupil takes three leaflets home them this can reach out to at least three times more than the number of pupils at the school. It is likely to reach more people, as the average will be more than one person per household. Reaching more people will mean that it is more likely the numbers will be higher and therefore more profit can be made from the entrance fees. If 100 people are reached this could raise £400.

For a family bike ride event how can organisers minimise health and safety risks?

Example answer

Level 1

Change the route

Avoid roads

Level 2

The cycle ride could put up signage to advise motorists about the race. The people located along the route, helping with directions, could wear high viz jackets. The organisers could give out safety leaflets before the ride so they know what to consider in advance, such as wearing sun cream.

Level 3

The people could register and be sent information reminding them about safety on the roads such as wearing a helmet. The organisers could limit numbers so there is less risk of the cyclists bumping into one another. The organisers could go round the course in advance so that they can check that the course is safe and if it shows up any risks they could choose a route that is safer such as off the road.

How can organisers minimise risks at a school disco?

Example answer

Level 1 It has tickets which is good as it will restrict numbers.

Level 2 Having a ticket system is good as they are less likely to go over the capacity of the room. The recording is also good but the documentation does not record names and the tickets are photocopied so it makes it easy for people to make their own copy. The safety risks are low as there is an emergency exit.

Level 3 Having a ticket system means the numbers can be monitored which is good as they are less likely to go over the capacity of the room and risk not being insured. The recording of ticket sales is also good but the documentation does not record names so there is no way of finding out whether the ticket on the door belongs to the person it was sold to. The tickets are black and white so can be so can be photocopied so fraud is likely and the numbers could increase which is a safety risk to the room. The door is monitored for an hour however after that anyone can come and go meaning the room is a safety risk as anyone from outside could enter. Having the disco at the far end is the best location as the wires can all be hidden behind and this will mean it is less likely people will have an injury from wire exposure.

Documents

ccc.cambridgeshireeducationaltrust.org · Web viewThe marketing has not been effective or non-existent as Mrs Dobbing only found out about this from a neighbour which means that