Everyone is exposed to organising and arranging an event at some or other time, or otherwise continuously as an integral part of one’s job functions. Event planning is a specialised field requiring a step-by-step approach that equals project principles and hands-on active participation with role-players, taking actions according to deadlines, constant follow-up and evaluation of the level of success.
This course has been designed for non-event managers, such as office support staff, secretaries, and administrative professionals to acquire the skills to managing events and making travel arrangements effectively, within the two limitations: time and budget. This training provides practical guidelines to follow a systematic approach and to keep track of all the actions related to the pre- and post-event activities according to deadlines. During the course, delegates will acquire the event management skills that will enable them to invest less effort in managing events and travel arrangements in future, and still be able to integrate the activities with their day-to-day administrative functions.
An introduction to event management
• Understanding the event sector.
• Exploring the different types of events and meetings.
• Evaluating tasks and actions the event organiser has to face.
• Creating an effective follow-up system for maximum results.
• Acquiring relevant and supportive information pertaining to the event.
• Negotiating and agreeing dates, time and venue location with stakeholders.
• Establishing the event or meeting programme or agenda.
• Determining the requirements of the event or meeting.
• Compiling documentation for distribution before, during and after the event or meeting.
• Determining budget requirements and restrictions.
Event or meeting arrangements
• Understanding the process of selecting a venue.
• Catering and menu selection based on dietary requirements.
• Managing resources according to special requirements: Logistics, room lay-out, technical facilities, audio-visual and other equipment.
• Identifying and liaising with role players - agreeing on responsibilities and teamwork.
• Confirming final arrangements - The 24-hour follow-up actions and final confirmations.
Travel and accommodation arrangements
• Determining transportation and accommodation requirements.
• Analysing available sources when making travel and accommodation arrangements.
• Understanding the preliminary actions needed before making reservations.
• Arranging accommodation and transport and providing attendees with the necessary documentation.
• Securing and booking accommodation and transport.
• Preparing the itinerary.
• Understanding the guidelines when making international arrangements and bookings.
• Finalising expense reports.
ASSESSMENT OF LEARNERS
Learners who attend this training, will receive a “Certificate of Attendance” directly after the training. Additionally, learners can also be enrolled to participate in the assessment process at an additional fee. Assessment entails the completion of a Portfolio of Evidence (PoE) and if being assessed as competent, the learner will be awarded 3 credits on NQF Level 3. In this case, a “Certificate of Competence” will be issued representing the credit values and NQF Level. Entry-level requirements for assessment according to the Unit Standard: Learners accessing this Unit Standard will have demonstrated competence in numeracy and literacy at NQF Level 2.