Apprenticeship training course

Event assistant (level 3)

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Information about Event assistant (level 3)

Working in an events company or events department in an organisation, helping event planners and project managers to organise and host events.

• Knowledge, skills and behaviours:
  View knowledge, skills and behaviours

  Knowledge

  • Operational: How an event moves through its lifecycle from research and planning to delivery and evaluation.
  • Operational: 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.
  • Operational: How different venues may be suited a particular event based on clients’ needs.
  • Operational: How event logistics can impact on the smooth running of an event.
  • Operational: Each aspect of event logistics: the venue, delegate management, transportation, accommodation, catering.
  • Operational: How the event suppliers combine to contribute to deliver an event.
  • Operational: 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.
  • Operational: Regulation and policies that are relevant to your job role.
  • Professional: Why clients’ choose to hold events, what purpose they serve, and how they would evaluate different types of events.
  • Professional: What clients typically expect from a department or company who is organising the event, and the importance of meeting or exceeding clients’ expectations.
  • Professional: The importance of client feedback – dealing with it and using it to improve.
  • Professional: 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.
  • Professional: The importance of being flexible to the needs of urgent requirements for an event.
  • Commercial: Develop an understanding of the business, its competitors, and how success is measured.
  • Commercial: How the role of the Event Assistant contributes to business success.
  • Commercial: Understand how an event budget is constructed and managed.

  Skills

  • Operational: Gather facts and collate information in response to a brief or request, like searching for the right location and venue for an event.
  • Operational: 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.
  • Operational: Provide assistance onsite at an event by registering delegates or by helping to assist the onsite team with a variety of tasks.
  • Operational: Manage your time effectively by understanding how to prioritise tasks according to their importance and urgency for the stakeholders of an event.
  • Operational: Use software packages to create word processing and spreadsheet documents.
  • Operational: Contribute to reports, event project plans and written presentations for clients
  • Operational: Use a range of event technology platforms and in-house bespoke software systems and databases.
  • Operational: Show careful attention to regulations and internal policies.
  • Professional: Listen, interpret, understand, vocalise and respond to clients’ needs.
  • Professional: Speak and write clearly in order to prepare written communications or provide instructions that are needed for a client, supplier or team member.
  • Professional: Build rapport and trust with the stakeholders of an event so that stakeholders can collaborate well throughout the planning and organisation processes.
  • Professional: Question effectively to ensure understanding of what is required from clients or colleagues.
  • Professional: 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.
  • Professional: Work effectively within a group environment to prepare for, deliver and/or follow up after an event takes place.
  • Commercial: Assist in the preparation, management and reconciliation of event budgets by collecting information, checking data and making calculations.
  • Commercial: 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.

  Behaviours

  • Have an enthusiastic and positive approach to providing swift and accurate service.
  • 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.
  • Use initiative when faced with problems or challenges, and be flexible to the needs of the project.
  • Demonstrate consideration and respect for team members regardless of sex, race, religion and other differences.
  • Frequently seek and act upon feedback, reflect on performance and show commitment to self-development
  • Demonstrate personal commitment to sustainability by minimising the negative affect on the environment caused by work activities.
• Apprenticeship category (sector): Sales, marketing and procurement
• Qualification level: 3; Equal to A level
• Course duration: 18 months
• Maximum funding: £9,000 ; Maximum government funding for ; apprenticeship training and assessment costs.
• Job titles include:
  • Event Management
  • Events Planner
  • Party Planner

View more information about Event assistant (level 3) from the Institute for Apprenticeships and Technical Education.