confer with event staff
Communicate with staff members at a chosen event site to coordinate details.
Event assistant implement and follow plans detailed by event managers and planners. They specialise in a part of the planning either the coordination of the catering, transportation, or the facilities.
Competences and skills
38 ESCO relationsEssential skills and competences 16 competences
Occupation specific
0 competencesNo competences in this bucket.
Sector-specific
6 competencesmaintain event records
Maintain records of every administrative aspect of an upcoming event, including financial details.
negotiate contracts with event providers
Negotiate contracts with service providers for an upcoming event, such as hotels, convention centres, and speakers.
obtain event permits
Obtain all permits that are legally necessary to organise an event or exhibition, e.g. by contacting the fire or health department. Make sure that food can be served safely and in accordance with all legal requirements.
promote event
Generate interest in an event by carrying out promotion actions, such as placing ads or distributing flyers
review event bills
Check event bills and proceed with the payments.
Cross-sector
10 competencesarrange special events
Organise the necessary preparations for catering at special events such as conferences, large parties or banquets.
coordinate catering
Contact catering companies and shop around different providers in order to find the most suitable caterer for the event. Arrange and agree contracts with caterers for the provision of the service.
manage event structure installation
Plan and monitor the assembly of structures such as stages, connection to the electricity network, lighting and projection equipment. Make sure the employees work according to customer's requirements and safety regulations.
meet deadlines
Ensure operative processes are finished at a previously agreed-upon time.
monitor event activities
Monitor event activities to ensure that regulations and laws are followed, look after satisfaction of participants, and resolve any problems should they arise.
organise event participants' registration
Organise the official registration of event participants.
organise on-site amenities
Ensure that necessary daily amenities for visitors, vendors, expositors, and public in general are given and functioning properly. Ensure provision of reception, parking, toilets, catering, and accommodation amenities.
process commissioned instructions
Process instructions, usually oral ones, provided by managers and directives on actions required to be made. Take note, inquire, and take action on the commissioned requests.
select event providers
Evaluate and select the right providers of the right services, according to the customer's specific requirements.
solicit event publicity
Design advertisement and publicity campaign for upcoming events or exhibitions; attract sponsors.
Optional knowledge 1 competence
Occupation specific
0 competencesNo competences in this bucket.
Sector-specific
1 competenceproject management
The discipline of project management, the activities which comprise this area and the variables implied in it, such as time, resources, requirements, deadlines, and responding to unexpected events.
Cross-sector
0 competencesNo competences in this bucket.
Optional skills and competences 21 competences
Occupation specific
1 competencecontact event speakers
Get in contact with different kinds of speakers for different kinds of events in order to book them and invite them to the event.
Sector-specific
6 competencescontribute to the programmer's reflection process
Discuss previous seasons and projects in order to link them to to artistic trends, styles, etc. Help programmers and direction describe their artistic vision for the institution, programming season, venue, institution or project. Help reformulate and articulate their artistic intent. Identify influences and references, sources of inspiration, and the tone of the season. Suggest references to the work of choreographers, dancers, visual artists, filmmakers, performing artists, composers and sound designers, and suggest potential resource persons.
create event-specific menus
Develop menu items for special events and occasions such as banquets, conventions and catered business meetings.
inspect event facilities
Visit, analyse and coordinate facilities where an event will take place to assess if it meets the client's requirements.
liaise with event sponsors
Plan meetings with sponsors and event organisers to discuss and monitor upcoming events.
liaise with guest facilities providers
Communicate with hotel personnel, transport companies and other relevant services well before arrival and ensure everything is accurately planned beforehand.
visit suppliers
Visit local or international suppliers to get an accurate understanding of their services and report back to clients on that basis.
Cross-sector
14 competencesforecast catering services
Foresee the need, the quality, and the quantity of food and beverages for an event depending on its scope, objective, target group, and budget.
identify customer requirements
Apply techniques and tools, such as surveys, questionnaires, ICT applications, for eliciting, defining, analysing, documenting and maintaining user requirements from system, service or product.
identify suppliers
Determine potential suppliers for further negotiation. Take into consideration aspects such as product quality, sustainability, local sourcing, seasonality and coverage of the area. Evaluate the likelihood of obtaining beneficial contracts and agreements with them.
liaise with advertising agencies
Communicate and cooperate with advertising agencies in transmitting the goals and specifications of the marketing plan. Liaise to develop an advertising and promotional campaign that represent the aim of the marketing plan.
liaise with local authorities
Maintain the liaison and exchange of information with regional or local authorities.
liaise with managers
Liaise with managers of other departments ensuring effective service and communication, i.e. sales, planning, purchasing, trading, distribution and technical.
liaise with transportation companies
Establish relationships with transportation companies in order to negotiate advantageous agreements for the transport of goods and livestock.
make logistical arrangements
Cooperate with coach operators, transport providers and accommodation providers in order to schedule transport, accommodation and activities.
manage budgets
Plan, monitor, report on the budget and prepare set production budgets.
negotiate buying conditions
Negotiate terms such as price, quantity, quality, and delivery terms with vendors and suppliers in order to ensure the most beneficial buying conditions.
organise facilities for office personnel
Manage the booking schedule for conferences and meetings of internal or external nature. Shop around and book reservations for travelling or hosting for office personnel.
organise travel arrangements for staff
Plan all arrangements for business travels including preparing schedules and booking transportation, dinners and accommodation.
process booking
Execute a booking of a place according to client's requirement in advance and issue all appropriate documents.
- Scope note
- Includes booking room in a hotel, seat in a plane etc. Does not necessarily include finalising payment, as the payment can be postponed or invoiced.
quote prices
Refer to prices for the client by researching and estimating fare rates.