Principles of supporting business events

1.1 Describe the range of support activities that may be required when organising a business event Business events take place for a number of different reasons. They range from business parties of celebration, to advertising events and company training days or annual network conference meetings. Whatever business event takes place with your organisation, it is important that you support the event as best you can. You may not be responsible for running and managing the event, however, your support can help make the event a success and increase your company’s’ reputation to prospective customers. The person in charge of organising the event may ask you for support by getting you to check the availability of a meeting room or venue and, if available, they may ask you to book this. You may be asked to help collate papers and information material together to give out at the event; this could be advertising posters/flyers to meeting agendas and reference material. You may also be asked to research information on caterers, organise the refreshments for the event or even help clear up after the event; all of which helps to make the event run smoothly and more efficiently

1.2 Identify ways of providing support before, during and after a business event There are a number of supporting activities that are required when organising a business event, such as:

Organising a venue,
Getting the appropriate equipment,
Arranging for speakers to attend,
Sorting out food and drink,
Preparing documentation,
Publicising the event,
Booking rooms and accommodation,
Ensuring there is appropriate insurance cover

Ways of providing support for business events:
Before: Circulating agendas and invitations, preparing equipment/ resources, advertising the event, booking venues/ catering and clarifying requirements of delegates.
During: Welcoming arrivals, minute taking, handing out resources/ spares, directing delegates to correct rooms/ facilities, registering arrivals, serving refreshments, providing name badges and notifying delegates of health and safety/ evacuation procedures.
After: Booking taxis for delegates, tidying/ cleaning, returning equipment/ resources, seeking feedback (verbal/ questionnaires), typing up notes and circulating outcomes/ follow-up actions.

2.1 Explain the purpose of displaying professional and helpful behaviour when supporting a business event Purpose of displaying professional/ helpful behaviour when supporting a business event: Strengthening reputation of organisation, encouraging positive outcome of event, return of those invited and further business. It is an inevitable part of the planning and supporting event process that problems will occur. You may not cause the problem yourself but you have to be able to manage and solve the problem when it occurs. Such problems could be; the venue is unavailable, you have received a poor response to the invitations sent out, the company has overspent the budget originally given, the venue or meeting room hasn’t been booked or clashes with something else and more. Your role when supporting a business event is to be able to adapt to the situation and resolve the problem at hand. Having a list of alternative arrangements or solutions is a good way to rectify and resolve these problems as well as knowing who to contact.

2.2 Describe ways of exhibiting professional and helpful behaviour whilst supporting a business event Ways of exhibiting professional and helpful behaviour may include:

• Smart, professional appearance
• Ensuring duties are understood before the event so that expectations are met
• Remaining approachable and professional at all times

3.1 Identify the types of problems that may occur when supporting a business event It is an inevitable part of the planning and supporting event process that problems will occur. You may not cause the problem yourself but you have to be able to manage and solve the problem when it occurs. Such problems could be; the venue is unavailable, you have received a poor response to the invitations sent out, the company has overspent the budget originally given, the venue or meeting room hasn’t been booked or clashes with something else and more. Your role when supporting a business event is to be able to adapt to the situation and resolve the problem at hand. Having a list of alternative arrangements or solutions is a good way to rectify and resolve these problems as well as knowing who to contact. The types of problems that may occur include:

• Late or absent attendees
• Equipment failure
• Refreshments unavailable, insufficient or inappropriate • Insufficient documentation/event packs
• Special needs of delegates

3.2 Identify ways of dealing with problems when supporting a business event Ways of dealing with problems includes things such as:
• Liaising with the venue to replace faulty equipment
• Requesting to use the venue facilities for copying additional documentation
• Passing on messages from attendees who are late or absent
• Passing on urgent messages for speakers or attendees.