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Organising and Supporting Events

rename
dalryschool's version from 2015-11-13 15:07

National 4 and 5 Administration and IT

On this page you will learn about organising and supporting events. Good luck!

TYPES OF EVENTS

 

Question Answer
Meetinga formal get-together of managers to discuss the goals and progress of an organisation
Job interviewa formal meeting between management and prospective job applicants to select the best person for the advertised job
Appraisal interviewa formal meeting between a manager and employee to discuss current progress at work and possible training needs for the future
Conferencea formal get-together of people to discuss a common interest often held over a few days
Sales exhibitionan organised presentation and display of an organisation’s products or services available for sale
Award ceremonya formal occasion where prizes are handed out to honour the particular achievements of individuals
Fundraising dayan organised series of events often held on a particular day to help raise funds for an organisation or charity
Training sessionan organised series of get-togethers to enable management and staff to learn the skills necessary for particular jobs
Press conferencea formal get-together where an organisation or person makes a public statement regarding the organisation and reporters can ask questions
memorize

ADMIN ASSISTANT'S ROLES IN ADMINISTRATION OF EVENTS

 

Question Answer
Planning tasksjobs carried out several hours, days, weeks or months before an event is held
Supporting tasksjobs carried out while the event is taking place
Follow-up tasksjobs carried out hours, days, weeks after the event finishes
memorize

TASKS CARRIED OUT BY ADMIN ASSISTANT ORGANISING AND SUPPORTING EVENTS (1)

 

Question Answer
Send out thank you lettersfollow-up task a few days after the event
Confirm date and record in diariesplanning task a few weeks before event
Put up directions signs to venuesupporting task on day of event
Hand out necessary folders and paperssupporting task during the event
Collect and analyse all evaluation formsfollow-up task immediately after the event
Prepare attendee databaseplanning task a few days before event
Greet delegates at start of eventsupporting task just before event starts
memorize

TASKS CARRIED OUT BY ADMIN ASSISTANT ORGANISING AND SUPPORTING EVENTS (2)

 

Question Answer
Confirm and book the venueplanning task a few weeks before event
Set out place cards and resourcessupporting task on day of event
Switch on and operate any IT equipmentsupporting task during the event
Update attendee database to record those present/absentfollow-up task a few days after the event
Prepare room plans and seating arrangementsplanning task a few days before event
Hand out name badges to delegatessupporting task just before event starts
Remove all directions and signsfollow-up task immediately after the event
memorize

TASKS CARRIED OUT BY ADMIN ASSISTANT ORGANISING AND SUPPORTING EVENTS (3)

 

Question Answer
Prepare powerpoints and flip chartsplanning task a few days before event
Set up resources tables for stationerysupporting task on day of event
Confirm and book the cateringplanning task a few weeks before event
Take minutes of the meeting or eventsupporting task during the event
Prepare a report or minutes of the eventfollow-up task immediately after the event
Issue information packs to delegatessupporting tasks just before event starts
Up-date budget spreadsheet to compare actual/budgeted costsfollow-up task a few days after the event
memorize

TASKS CARRIED OUT BY ADMIN ASSISTANT ORGANISING AND SUPPORTING EVENTS (4)

 

Question Answer
Write notes on flip chartsupporting task during the event
Prepare delegate information packsplanning task a few days before event
Ensure delegates have signed attendance registersupporting tasks just before event starts
Ensure refreshments have been cleared awayfollow-up task immediately after the event
Prepare minutes, agendas and attendance registers planning task a few weeks before event
Check catering arrangements and tablessupporting task on day of event
Add in news about event to websitefollow-up task a few days after the event
memorize

TASKS CARRIED OUT BY ADMIN ASSISTANT ORGANISING AND SUPPORTING EVENTS (5)

 

Question Answer
Confirm budget and set up budget spreadsheetplanning task a few weeks before event
Show powerpoint presentationsupporting task during the event
Collect and analyse all evaluation formsfollow-up task immediately after the event
Organise necessary resourcessupporting task on day of event
Send news reports to the press about the eventfollow-up task a few days after the event
Prepare name badges, place cards and direction signsplanning task a few days before event
Give directions to delegatessupporting task just before event starts
memorize

TASKS CARRIED OUT BY ADMIN ASSISTANT ORGANISING AND SUPPORTING EVENTS (6)

 

Question Answer
Prepare and send out invitations to key speakers and guestsplanning task a few weeks before event
Remove all directions and signsfollow-up task immediately after the event
Prepare travel and evaluation formsplanning task a few days before event
Check refreshmentssupporting task during the event
Set up resources tables for information packssupporting task on day of event
Prepare thank you lettersfollow-up task a few days after the event
Put up notices to venuesupporting task on day of event
memorize

EVENTS TERMS

 

Question Answer
To-Do-List or Priorities Listdetails of jobs or tasks which have to be done before an event organised in order of urgency
Room Plana suggested layout of where furniture and resources will be set out at an event
Name Badgea clip on piece of plastic or metal with delegate’s names and details which can be pinned onto a jacket or bag as a form of identity
Place Carda free standing piece of plastic or metal with delegate’s names and details which can be put on a table as a form of identity
Attendee Packa folder or ring binder containing all the paperwork for the event
Programmea printed list with details of what is happening at the event, when, where and by whom
Attendance Registera list of names and details of attendees at the event
Evaluation Forma document used to find out opinions of attendees regarding the event’s success
Thank You Lettersa document prepared after an event to thank guests and speakers for attending
Attendee Databasedetails of attendees expected at and who came to the event
Budget Spreadsheetdetails of the budgeted and actual costs of the event
memorize

MEETINGS TERMS

 

Question Answer
Chairpersona person who presides over a meeting
Secretary or Admin Assistanta person who assists the chairperson at a meeting
Treasurera person who reports on the organisation's financial position
Agendaa document listing the topics to be discussed at a meeting in the order the topics will take place
AOCBitem often found in an agenda which means “any other competent business”
Minutesthe formal notes or written record of what took place at a meeting
Action Minutesa document recording tasks to be carried out, who has to do them and by when they have to be done
memorize

NOTICE OF MEETINGS

 

Question Answer
Committee Meetingneeds 7-14 days’ notice
Annual General Meetingneeds 21 days’ notice
Conferenceneeds around 28 days’ notice
memorize

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