Session 6 Preparing for your event

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Confirm Facilities and requirements

What does the term "facilities" mean? What is included when hiring or using outside facilities?

The Collins dictionary definition is: "Facilities are buildings, pieces of equipment, or services that are provided for a particular purpose."

https://www.collinsdictionary.com/dictionary/english/facility

When looking at facilities to hire or use, always check what is included and what "extras" there may be. These things will be outlined in any contract or agreement, but it does pay to check before deciding whether the venue is suitable.

Read the following articles about choosing a venue

https://www.eventbrite.com.au/blog/venue-event-tips-ds00/

https://whova.com/blog/things-consider-when-choosing-event-venue/

Resources

" A resource is a source or supply from which a benefit is produced." 

"Typically resources are materials, energy, services, staff, knowledge, or other assets that are transformed to produce benefit and in the process may be consumed or made unavailable."

https://en.wikipedia.org/wiki/Resource

Risk Audit

Read the following articles/documents on planning an event and assessing the risks. This information is for running an event in the City of Casey, but similar resources are available for other local governments.

https://www.casey.vic.gov.au/host-event-casey


This is another example of a risk management template


https://www.ourcommunity.com.au/files/insurance/checklists/RMC-EVENTMGT.doc

What are some of the important items to consider when assessing the risks of running an event?

Class Activity 1

Assume that you are running an event on "Vegetable Garden Introduction - Seeds and Seedlings" outside in YOUR own backyard! 

1. Create a list of resources that might be required to run the following events for 20 attendees:
2. Use  the Internet to locate and price the required resources
3. What are the risks? Complete a risk analysis 

Lead Team Effectiveness



2. Lead team to develop cohesion

2.1 Provide opportunities for input of team members into planning, decision making and operational aspects of work team

2.2 Encourage and support team members to take responsibility for own work and to assist each other in undertaking required roles and responsibilities

2.3 Provide feedback to team members to encourage, value and reward individual and team efforts and contributions

2.4 Recognise and address issues, concerns and problems identified by team members or refer to relevant persons as required

2.5 Model expected behaviours and approaches

Team Cohesion


Read the following articles on team cohesion

https://corporatefinanceinstitute.com/resources/careers/soft-skills/team-cohesion/

https://www.isixsigma.com/implementation/teams/high-performance-teams-understanding-team-cohesiveness/

https://www.upliftevents.com.au/blog/maintain-cohesion-team-company-growing/

Class Activity 3

Class Discussion

What do you understand by the term cohesion?

How do you achieve team cohesion?

Think about the team you are in for your events project. What can you do to ensure team cohesiveness?

Provide Feedback to the team

Read the following articles on team feedback

https://www.mindtools.com/pages/article/newTMM_98.htm

https://hbr.org/2014/06/how-to-give-your-team-feedback

https://insightsresources.seek.com.au/7-ways-give-valuable-constructive-feedback-staff

Class Activity 4

Class Discussion

What are the main points to consider when giving feedback?

Why is feedback important?

Class Activity 5

You are the team leader for an event you are planning? So far, planning is going quite well and 3 of the 5 other team members have been contributing really well and taken on some extra duties. While the other 2 have been contributing during the team meetings, they have not completed all of the allocated tasks between meetings.

Who should provide feedback? What feedback would be appropriate in this circumstance?


Work in your teams for your event.


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