Events Assistant Apprenticeship – Reference Number: ST0168

Who is it for?

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.

Events cover a broad range of activities as well as sizes, from small numbers of attendees through to thousands. Around 75% of events are conferences, meetings, trade shows and exhibitions. Other events include outdoor events, cultural events, sporting and music events. Companies use events to bring together different groups of people: from employees attending a sales conference; to customers or suppliers attending the launch of a new product; to shareholders gathering at a conference designed to attract new investors. These are just a few examples – the breadth and diversity of the events industry is partly what makes it such an exciting place to work.

As well as holding events in the UK, events agencies and events departments organise events in different countries around the world.

What will be covered?

Upon completion of the apprenticeship, an Events Assistant will have knowledge and an understanding of:

Event Lifecycle

  • How an event moves through its lifecycle from research and planning to delivery and evaluation.

  • How event logistics can impact on the smooth running of an event.

  • Why clients’ choose to hold events, what purpose they serve, and how they would evaluate different types of events.

Roles, Logistics and Functions

  • The respective roles of different functions: logistics, production, creative and design in event management; what each area is responsible for and how they contribute to the successful delivery of an event.

  • Each aspect of event logistics: the venue, delegate management, transportation, accommodation, catering.

Responsibilities

  • What the onsite team at an event are responsible for and how they work to ensure  that the client’s and all the delegates needs are met.

  • Importance of time-keeping, attendance, personal presentation and conduct and how this reflects on the company or department that is responsible for organising events for clients.

Regulations and Policies

  • Regulation and policies that are relevant to your job role.

  • Understand how an event budget is constructed and managed.

Upon completion of the apprenticeship, an Events Assistant will have and be able to exhibit the following skills:

Internal and External Communications

  • 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.

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

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

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

  • 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.

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

Time Management and Eye for Detail

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

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

  • 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.

Upon completion of the apprenticeship, an Events Assistant will exhibit the following behaviours:

Enthusiasm and Positivity

  • Have an enthusiastic and positive approach to providing swift and accurate service.

Accuracy, Initiative and Respect

  • Show tact and discretion with sensitive information.

  • Contribute to conversations with team members and share ideas with confidence.

  • Remain calm and positive under pressure.

  • Take pride in producing accurate work with a consistently strong attention to detail, seeking clarity where necessary.

Environmental Sustainability

  • Demonstrate personal commitment to sustainability by minimising the negative affect on the environment caused by work activities.

  • Self-Improvement

  • Frequently seek and act upon feedback, reflect on performance and show commitment to self-development.

For more information on this apprenticeship, or any of the apprenticeships we have on offer please do contact us on 01865 515 255 and a member of the team would be delighted to chat this through with you. Alternatively, please do get in touch via email at enquiries@oxfordpeg.com, or by filling in a contact form.

Funding Band

£9,000

Duration

The length of this apprenticeship is typically 18 months.

Entry Requirements

Entry requirements will be determined by individual employers. Those who are unsure should contact the team directly on 01865 515 255, or via email at enquiries@oxfordpeg.com.  Apprentices without level 2 English and maths will need to achieve this level prior to taking the end-point assessment. For those with an education, health and care plan or a legacy statement the apprenticeships English and maths minimum requirement is Entry Level 3, and British Sign Language qualifications are an alternative to English qualifications for those whom this is their primary language.

Level

This is a Level 3 apprenticeship, similar to an A-Level.

Review

2020.

Events Assistant PDF

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