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Understand how to research information for an event

Unit 2: Understanding how to Research and Report Information to Plan and Organise an Event

Unit reference number: F/600/8550 
Level: 3
Credit value: 4
Guided learning hours: 24

Unit aim

This unit focuses on the importance of careful and thorough planning in order to ensure the success of an event. Learners will need to show how to gather information from a range of sources relevant to preparing an event. They will need to demonstrate how to critically review qualitative and quantitative information, analyse the reliability of the information sources and draw conclusions. Finally, learners must make and keep suitable records and formulate recommendations.

Essential resources

There are no special resources needed for this unit.

Learning outcomes, assessment criteria and unit amplification:

To pass this unit, the learner needs to demonstrate that they can meet all the learning outcomes for the unit. The assessment criteria determine the standard required to achieve the unit.

 

Learning outcomes

Assessment Criteria

Unit Amplification

1

Understand how to research information for an event

Explain the importance of research to planning and organising events

  • Importance of research to planning and organising events: to ensure plans for the event are accurate and complete; to obtain current information and feedback that may impact on planning the event, e.g. changes in legislation, changes in licensing requirements, feedback and data from similar events; to ensure all the information is collated in advance

 

 

Describe the types of information that need to be researched to plan and organise an event

  • Types of information needed: the type of event, type of venue, e.g. indoor, outdoor, purpose built, temporary; specific requirements or features of the venue, e.g. capacity, environmental issues, power supplies, access; date, time and duration, potential attendance, contractual arrangements, e.g. contractor/sub-contractors to be used, health and safety requirements, ticketing, promotion and sales arrangements, staffing, security, access, transport, hospitality and catering required

 

 

Critically compare different information sources that may be used to obtain information relevant to planning and organising an event

  • Different information sources that could be researched, e.g. internet, media, organisational records and reports, local authority records and reports, HSE records and reports, specialist event staff, security professionals, social media sites, customer surveys
  • Why it is important to assess these for reliability; why some may be based on personal opinions; how some data may be unduly influenced by unique circumstances, e.g. severe weather, transport and logistical problems, major incidents

 

 

Critically compare the research methods that may be used to plan and organise an event

  • Research methods to use: personal interviews, discussions, reading reports and summaries, analysing raw data from events, reading case studies of events, e.g. in trade journals, in official publications
  • How to decide which key aspects of information are needed to plan and organise the event
  • Importance of defining specific information needed or research to be undertaken, allowing sufficient time to complete research, how to delegate some aspects of research to others, e.g. data collection and analysis, arranging interviews

 

 

Explain how to select the most appropriate and reliable information sources and research methods

  • Selecting information sources and research methods: how to take into account personal preferences as opposed to professional opinions when gathering information; the importance of ensuring data is current, accurate and complete; how data can be skewed through errors or omissions; the importance of cross checking data using different sources; how to balance out the conclusions drawn from data and opinions; the importance of selecting reliable information sources and research methods before making recommendations; selecting information sources, e.g. based on reputation, based on independence, based on experience

 

 

Explain why it is important to maintain a record of sources to be used

  • Record of sources to be used: why it is important to keep records so that these can be referred to later, so that these can be provided to the relevant people, e.g. event sponsor, venue owner, licensing officer,  event coordinator; referring to sources when evaluating the event

2

Understand how to report information to assist the planning and organisation of an event

Explain who will need to see the outcomes of research

  • Outcomes of research: the range of people who may need to see information gathered, e.g. the event sponsor, local community groups, local authority officers, event team staff, venue owners and managers, contractors, performers, security staff; how certain information may need to be restricted

 

 

Explain why it is important to systematically analyse information when planning and organising an event

  • Importance of systematically analysing the information: to be confident
  • in its accuracy and completeness, so that all aspects of the event have been covered, so that meaningful conclusions can be drawn; so that plans are not developed based on inaccurate data, e.g. anticipated audience, venue capacity; so that budget and resource needs are based on accurate information; what might happen if incorrect or inaccurate information is used to plan an event, e.g. venue is inappropriate, staffing requirements are incorrect, equipment is adequate, budget is insufficient

 

 

Describe different methods that can be used to collate and analyse both quantitative and qualitative information

  • Analysing qualitative information: opinions, reactions and interactions of event attendees, event staff, event sponsors, officials etc by analysing feedback, surveys, videos and films of events, reviewing records of communications related to events
  • Analysing quantitative information: attendance estimates, ticketing and sales records, income and expenditure breakdown, records of incidents, safety records

 

 

Describe different formats for reporting information

  • Different formats for reporting information: summary word-processed reports, briefing notes, e.g. bulleted lists; detailed findings, e.g. reports set out under headed sections with an index, appendices; Power Point presentations, web-based presentations, DVD visual tours, e.g. of an event site, verbal reporting, tabular summaries, graphics, e.g. charts, maps, photos

 

 

Explain how to select the most appropriate format for reporting information

  • Selecting the most appropriate format to suit the needs of the recipient and their right to know information; considering needs for timeliness,
  • e.g. how quickly the information is needed, what other actions or plans are dependent on the information being reported; ensuring copies of key information are provided; ensuring confidential information is marked accordingly; using clear language, reinforcing key messages

 

 

Explain how to draw conclusions and make recommendations

  • Drawing conclusions and making recommendations: the importance of being able to validate conclusions by reference to sources used and data collected; offering alternative recommendations with benefits and issues; prioritising recommendations; the importance of recommendations being SMART – specific, measurable, achievable, realistic and time bound; aligning recommendations to critical success factors for the organisation or event sponsor


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