Assist in Running an Event

1 Understand how to assist in running an event

• Importance of following agreed plans: e.g., to follow agreed timings, procedures, and protocols, to ensure legal requirements are complied with; to ensure insurance requirements are not breached
• Briefing: e.g., be prepared, ABC’s of briefing; accuracy, brevity, and clarity, set objectives, check understanding
• Monitoring: e.g., through personal observation, receiving reports from others, using method statements to check key activities have been completed
• Dynamic risk assessment: e.g., the continuous process of identifying hazards, assessing risk, taking action to eliminate or reduce risk, monitoring and reviewing, in the rapidly changing circumstances of an operational incident
• Effective communication: e.g., using clear language, using handouts or visual aids to reinforce key messages related to the event

2 Be able to assist in running an event

• Checking: e.g., inventories, checklists, method statements, by personal observation and discussion, checking with contractors
• Resources: e.g., staffing, tables, seating, podiums, stages, lighting and sound towers, dance floors, marquees and tents, catering points, toilet facilities, rest rooms, first aid and medical points
• Pre-event briefing: e.g., ABC’s of briefing; accuracy, brevity, and clarity, set objectives, check understanding
• Agreed plans: e.g., event plan, event programme, marketing, and promotional plans
• Monitoring: e.g., through personal observation, receiving reports from others, using method statements to check key activities have been completed
• Risk assessment plans: e.g., dynamic risk assessments, methods of work
• Changes during the event: e.g., power failures, injuries to personnel, equipment malfunction, security threats, insufficient resources to handle equipment, staging or materials, inadequate access, delays to scheduled activities
• Effective communication: e.g., using clear language, using handouts or visual aids to reinforce key messages related to the event
• Records: e.g., inventories, checklists, reports, risk assessments, method statements
• Post-event de-brief: e.g., restate objectives, check objectives were met, what happened, what can be learnt, what should be done differently

3 Be able to evaluate the success of an event

• Data and feedback collection methods: e.g., qualitative, customer feedback surveys, social media comments, complaints, verbal feedback, quantitative, number of attendees, revenue, expenditure, number of complaints
• Measurable performance indicators: e.g., timings, attendance, sales, expenditure
• Measuring success: e.g., meeting general aims and objectives, meeting financial aims and objectives
• Recommendations: e.g., preparation, planning, communication, teamwork