Events Assistant


Level: 3 / Duration: 16-18 mths

An Event Assistant is an entry level position, typically working within a team of people in an events company or within the events department of a larger organisation. The role would usually provide support to a number of Event Planners or Project Managers by carrying out a diverse range of tasks necessary to plan, organise and deliver an event: for example, searching for the right location and venue for the event; working with the design team on the look and feel of the event; or organising logistics like transportation and catering. The events organised may be for the company where the Event Assistant is working, or could be for a variety of different clients including large corporations, smaller companies and not- for-profit organisations.


Assessment

The EPA assessment period will last around 4 months

Submit a portfolio of evidence of their best work
A project / practical case study likely to involve the apprentice supporting an event or pitch
Meet with the independent assessor to have a Professional Discussion to explore what has been produced in the project and portfolio of evidence

The training will enable your apprentice to:

  1. Gather facts and collate information in response to a brief or request, like searching for the right location and venue for an event

  2. Respond to requests from the different functional teams and carry out a variety of daily and weekly tasks to assist in the planning and preparation of an event

  3. Provide assistance onsite at an event by registering delegates or by helping to assist the onsite team with a variety of tasks

  4. Manage your time effectively by understanding how to prioritise tasks according to their importance and urgency for the stakeholders of an event

  5. Use software packages to create word processing and spreadsheet documents

  6. Contribute to reports, event project plans and written presentations for clients

  7. Use a range of event technology platforms and in-house bespoke software systems and databases

  8. Show careful attention to regulations and internal policies

  9. Listen, interpret, understand, vocalise and respond to clients’ needs

  10. Speak and write clearly in order to prepare written communications or provide instructions that are needed for a client, supplier or team member

  11. Build rapport and trust with the stakeholders of an event so that stakeholders can collaborate well throughout the planning and organisation processes

  12. Question effectively to ensure understanding of what is required from clients or colleagues

  13. Have the skills to maintain relationships with colleagues, suppliers or clients once they are built, and be able to repair them when they are damaged

  14. Work effectively within a group environment to prepare for, deliver and/or follow up after an event takes place

  15. Assist in the preparation, management and reconciliation of event budgets by collecting information, checking data and making calculations

  16. Show how commercial awareness has been applied through task and time management, specifically using efficient and effective measures to conclude a project in the most proficient way.

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