Topic 5 - Organising and Supporting Events. N4/N5 Administration & IT

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1 Topic 5 - Organising and Supporting Events N4/N5 Administration & IT 1

2 Learning Intentions / Success Criteria Learning Intentions Organising and Supporting Events Success Criteria By end of this topic you will know how to: carry out planning tasks, taking account of the budget available prepare documents to support an event carry out follow-up activities appropriate to an event. 2

3 An Event An event is an important, planned occasion. Examples of events include: meetings interviews award ceremonies fundraising event sales event press conference training sessions. 3

4 An admin assistant will usually break down the administration of an event into three areas: 1. Planning tasks - tasks that carried out before the event takes place. 2. Supporting the event - tasks that relate to the day of the event. 3. Follow-up tasks - tasks that are completed after the event has taken place. 4

5 1. Planning Tasks (before the event) A to-do list or a priorities list will be prepared by the admin assistant with a list of all tasks to be undertaken in relation to the event. A suitable date should be selected and entered into the relevant people's (electronic) diaries. A venue should then be chosen and booked. The admin assistant should give careful consideration to the venue to ensure it is appropriate. A spreadsheet is a useful tool for ensuring the event keeps within the budget originally set. Invitations should be sent to key/guest speakers. If the event is a meeting, an agenda and notice of meeting will be sent to those eligible to attend. Often the event needs to be advertised: promotional materials should be prepared and distributed. A database should be created with details of all attendees - this could be used to produce name badges and place cards. A room plan should also be created. The admin assistant may also be responsible for preparing a presentation for the guest speaker using presentation software. If attendees are to receive information at the event, the admin assistant should ensure that an attendee pack is prepared. 5

6 2. Supporting the Event (on the day of the event) The admin assistant is responsible for ensuring all relevant documentation is available, for example attendee packs, presentation for guest/key speaker, etc. The room should be set out as per the room plan and direction signs should be placed in appropriate areas. Attendance at the event should be recorded - this can be done using the database prepared at the planning stage. Catering arrangements should be checked. During the event the admin assistant should assist guest speakers and attendees with any questions/queries. If the event is a meeting the admin assistant will be required to take minutes of the meeting. 6

7 3. Follow-up Tasks (after the event) The room should be cleared and tidied up. Evaluation forms should be prepared and sent to attendees to gather feedback on the event. These forms should be reviewed and suggestions should be considered when planning future events. Management may require a brief report on the event. If the event was a meeting the admin assistant should prepare the Minutes of Meeting and send them to the Chairperson. Action Minutes may also be prepared. Thank you letters should be sent to the venue and to guest speakers. The attendee database should be checked to ensure it has been updated with the actual people who were present at the event. The budget spreadsheet should also be updated with actual costs of the event and a comparison made of actual and budgeted costs. Information about a successful event may be placed on the organisation s website or social media. 7

8 Carrying out planning tasks, taking account of the budget available: preparing a to-do list/priorities list entering details into e-diary searching for information about the venue and how to book it (taking into account the relevant legislation: Health and Safety, Data Protection, Equality Act) using spreadsheets to produce/access relevant information, including the budget for the event selecting appropriate resources creating a room layout plan. 8

9 Preparing documents to support an event, which may include: using word processing to prepare the agenda using desktop publishing to prepare name badges, advertising, invitations, place-cards using databases to produce details of delegates/performers and to carry out the following functions: update, search, mail-merge and prepare letters, labels, attendees report using spreadsheets to produce/access relevant information, including the budget for the event using presentation software to prepare a presentation for a key speaker. 9

The Raiser s Edge: I Didn t Know You Could Do That! Carolyn McLellan, Head of Support, Blackbaud Europe Monday 12 th October, 14:40

The Raiser s Edge: I Didn t Know You Could Do That! Carolyn McLellan, Head of Support, Blackbaud Europe Monday 12 th October, 14:40 Session Summary The Raiser s Edge is a powerful tool and has many areas