Reference no: EM133495935 , Length: word count:1500

Introduction to Events

Assessment - Event Manual Outline

Learning Outcome 1: Research and explore the characteristics of a particular event from any industry.
Learning Outcome 2: Outline the stages involved in the planning and implementation of events
Learning Outcome 3: Identify and describe the various tasks involved in event production.

Task Summary

Working in a group, you will produce an event manual outline that includes critical information related to the implementation of the event specified. The length is 1500 words (+/- 10%). Tables are not included in word count.

Context
An event manual - also referred to as an ‘event operations' manual - is widely used in the industry as the central source of accurate and up to date information covering all aspects of running an event.

It is specifically written for everyone involved in working at the event or participating in the event program. It should answer the majority of questions that may arise in delivering the event. It is not intended as general information for attendees/ticket holders.

An event manual typically contains a number of sections such as: an event overview; instructions/rosters/contacts for staff and volunteers; health, safety and risk management procedures; operational instructions for suppliers and contractors; specifications for temporary structures such a tents, signage, stages, grandstands; use of equipment/storage; details of available facilities; location maps; transport and traffic; load in and load out schedules; electrical, lighting, power, audio visual; transport, parking, security credentials.

It is vital for you to understand the structure and organisation of the event manual and, more importantly, to be able to write in a clear instructional style. This will assist you in real scenarios as you commence working in the industry.

This assessment asks you to produce a much shorter, less detailed version of an event operations manual. Please refer to the task Instructions for details on how to complete this task.

Task Instructions
To complete this task, you will create an event manual outline. It may or may not be based on your event from the two prior assessments. Your Learning Facilitator will advise you on this.

How to prepare
To prepare for this task, your group should study some existing event operations manuals. Check what type of information is generally included. Think about why it is necessary to include that information, and how it is worded so that it is clear and easy to follow.

Follow the steps below to construct your event manual outline.

Step 1: Review the event

Thoroughly study the event that is your group's focus. Ensure you understand how the event has been put together to meet the event objective. You should note: the main activities that comprise the total event and that create the unique experience; the venue, its location and capacity; and anticipated attendees.

Step 2: Write your Event Manual Outline

General instructions:

• Keep in mind the primary purpose of the manual which is to help users complete tasks, work effectively and solve problems.
• Write in plain English language in an informative, instructive style. Information, instructions specifications or checklists should be clear, and to-the-point. Do not use flowery prose. Format your event manual in an attractive, yet simple manner using design elements such as colour and images as appropriate.
• Clearly show the start of each section throughout. Number each section with headings and sub- headings eg 1.0: 1.1; 1.2; 2.0: 2.1; 2.2 etc.
• Do not use more than two different fonts throughout. Sans serif (plain) fonts such as Calibri Arial, Open Sans or Verdana are ideal for this type of manual as they are clean and crisp which aids readability. Normal body text should be 12 points in size. Headings can be in a larger or different font, bold, and/or different colour.
• Include a table of contents, in-text citations and full reference list.

It is vital for you to understand the structure and organisation of the event manual and, more importantly, to be able to write in a clear instructional style. This will assist you in real scenarios as you commence working in the industry.
This assessment asks you to produce a much shorter, less detailed version of an event operations manual. Please refer to the task Instructions for details on how to complete this task.

Task Instructions
To complete this task, you will create an event manual outline. It may or may not be based on your event from the two prior assessments. Your Learning Facilitator will advise you on this.

How to prepare
To prepare for this task, your group should study some existing event operations manuals. Check what type of information is generally included. Think about why it is necessary to include that information, and how it is worded so that it is clear and easy to follow.

Follow the steps below to construct your event manual outline.

Step 1: Review the event

Thoroughly study the event that is your group's focus. Ensure you understand how the event has been put together to meet the event objective. You should note: the main activities that comprise the total event and that create the unique experience; the venue, its location and capacity; and anticipated attendees.

Step 2: Write your Event Manual Outline
General instructions:
• Keep in mind the primary purpose of the manual which is to help users complete tasks, work effectively and solve problems.
• Write in plain English language in an informative, instructive style. Information, instructions specifications or checklists should be clear, and to-the-point. Do not use flowery prose. Format your event manual in an attractive, yet simple manner using design elements such as colour and images as appropriate.
• Clearly show the start of each section throughout. Number each section with headings and sub- headings eg 1.0: 1.1; 1.2; 2.0: 2.1; 2.2 etc.
• Do not use more than two different fonts throughout. Sans serif (plain) fonts such as Calibri Arial, Open Sans or Verdana are ideal for this type of manual as they are clean and crisp which aids readability. Normal body text should be 12 points in size. Headings can be in a larger or different font, bold, and/or different colour.
• Include a table of contents, in-text citations and full reference list.

Event Manual Outline Sections

Title page

Include the following information:
• Subject; Assessment number and name; Your chosen event name; Your Learning Facilitator's name; Word count; Due Date; Group Details.
• NOTE: The expectation is that all group members will participate equally in presenting the finished event manual outline.
• Include details of each group member's contribution to the manual. Express contribution as a percentage (%) of the final product according to the volume and quality of work submitted. Contribution includes any of the following: depth of research; quality of written work submitted to group; follow up with team members; availability to the group for discussion; regular communication; and help with editing / proof reading / designing the manual. Attention to providing clear English written work, correct spelling, correct citing and referencing (APA7) should also be considered.

Table of contents

1.0 Introduction / How to use this manual.
Explain why it is essential to include this section in the manual. You must show your research (with referencing).
• Write an introductory statement addressed to users of the manual (100 words maximum)

2.0 Event overview / Details
Explain why it is essential to include this section in the manual. You must show your research (with referencing).
• Create an event overview section (maximum 2 pages) showing all relevant information that people working at the event should be aware of.
• Suggestions include: Event name; event description; objective; owner; dates and location; core activities that take place that make it a unique experience for attendees. You may think of other information to include.

3.0 Program of events
Explain what a program of events is, and why it is essential to include this section in the manual. You must show your research (with referencing).

• Draw up a program of events so attendees can see what's on at your event from when gates open to the close. Include the times, location and brief description of activities on offer.
• Consider designing a poster or flyer in an attractive way so it is easy to read.
• You may choose, instead, to copy a program from the event website (with referencing).

4.0 Site map
Explain the purpose of a site map and its importance to successful operations on the event day. You must show your research (with referencing).
• Insert a site map for your event.
• You may use a site map from the event website or elsewhere (reference this).
• Or you may obtain a plan of the site from Google Maps, and/or draw your own map showing the main activity areas.

5.0 Event staff
• Write a section for staff and volunteers with instructions and/or expectations for staff and volunteers working at the event - such as team briefing, dress standards, behaviour, timeframes, rostered breaks (with referencing).

6.0 Accreditation
• Explain the need for accreditation of all people on site during the event (with referencing).
• Define categories of accreditation passes for different types of participants that show which areas of the site they are allowed to access.
• For example, event team staff, volunteers, exhibitors, contactors, media, health and safety team, security and VIPs.
• Include a mock up image of the lanyard, badge or wristband.

- 10.0 Other sections
• Identify at least four other sections that are essential to include in an event manual.
• Write appropriate content for these sections. (no more than 150 words for each). There is no requirement in these sections to explain why your choices should be included.
• Suggestions are:
- Temporary Structures - Construction
- Technical equipment (rigging, lighting, stage props, special effects)
- Health and Safety
- Risk management
- Transport and traffic
- Crowd management
- Site facilities and patron comfort.

Referencing
It is essential that you use appropriate APA style for citing and referencing research.

Attachment:- Introduction to Events.rar