BTEC National Business Unit 18: Managing a Business Event – Unit 28: Supporting Projects

ASSIGNMENT 18/28 B Steps along the road.

You must produce a report containing diagrams and

SUMMARY text showing how you would plan and implement a trip
for Year 10 Triple Scientists.

DEADLINE 16th December 2009

You are required to plan and carry out a business

project or event. In your role as event manager you
need to provide an event plan for your client.
SCENARIO
It is your job to present detailed plans for the
organisation of the ‘Science Trip’ justifying your
approach and providing alternatives.

Literacy Objective

This assignment provides evidence for;

Unit 18 –
P2 make arrangements and prepare a planning schedule for a business event
P5 outline the administrative tasks to be completed after a business event
M1 assess the importance of meeting organisational and legal requirements when planning a
business event
M2 analyse the arrangements made by an event organiser for planning a business event
M3 analyse how evaluating a business event informs future planning.
Unit 28 –
P1 describe the stages of the project life cycle for a selected project
P3 prepare a project plan to include objectives, milestones and individual contributions
P4 set up at least two different methods for monitoring project progress
M1 assess the importance of project management throughout a project’s life cycle
M2 compare and contrast project planning methodologies in supporting two contrasting types of
project
M3 analyse the importance of achieving project outcomes within agreed timescales, resources and
budgets

Assignment 18/28 B

Produce a mixture of diagrams and word processed reports under the following headings;
BTEC National Business Unit 18: Managing a Business Event – Unit 28: Supporting Projects

A. Planning – From Beginning to End and After

Before you start the first task READ i, ii and iii. These need to be done at the same time.

i) - Provide a detailed planning schedule for the Careers Event (P2-U18).

- This should clearly include objectives, milestones, and individuals (named) contributions (P3-U28)
- The plan should also contain those tasks which need to be completed after the events such as cleaning
up, paying bills, follow up and evaluation (P5-U18)

ii) Produce a diagram with an explanation of the Project Life Cycle for the Careers Event (P1-U28)

iii) In order to ensure smooth progress of the Project you need to set up 2 methods of monitoring
your plan. You need to set up these two methods of checking progress and monitoring when things have
happened, need to happen, will happen as part of the planning process (P4-U28)
BTEC National Business Unit 18: Managing a Business Event – Unit 28: Supporting Projects

B. Arranging, following rules and evaluating

iv) provide a detailed assessment of the importance of following the procedures in place at
Challenge for the organising and running of such an event. Ms S Lawson is in charge of trips and
may be able to help. You need to identify how the following areas are addressed:
• security of material, equipment and information,
• ensuring that participants with special requirements are catered for
• any contracts which may need to be set up
• legal requirements such as risk assessment
• consumer protection legislation covering such as faulty equipment
• health and safety requirements
• passports & visas if appropriate

You need to explain how all these areas are covered by the procedures in place at Challenge, why it is
important that these procedures are followed. Explain how these procedures can affect the planning of the business
event.
(M1-U18)

v) produce an analysis of the arrangements made by the event organiser. You need to analyse the different
activities through which the event was facilitated covering the following areas;
• Types of activity: eg presentations, group activities or workshops, travel, accommodation, meal
times, minute/note taking
• Health, safety and security: venue emergency procedures; housekeeping arrangements; security of
materials and equipment; confidentiality of information and communication
• Event administration: eg note taking, ensuring students have right papers, ensuring students are
aware of location of venues and facilities, recording attendance and cancellations
• Trouble-shooting: liaison with students and adults; potential revision/rearrangement of event
outcomes; arising issues, eg non-attendance of students, last-minute changes to itinerary, inadequate
rooms or facilities, non-delivery of expected outcomes.

You need to explain how well these areas were arranged, any similarities in the arrangements and what differences there
are in the way these things were set up. (M2-U18)

vi) explain how you will obtain the information allowing you to evaluate the event. You must describe how
the event evaluation should be coordinated, the preparation and circulation of materials, and any budgetary
reconciliation (how you ensure you have spent the levels you say you would and what would happen if you
had over spent).

You should explain

• how you would undertake the debrief on the days of the events,
• how you would go about distributing a student questionnaire/evaluation form,
• how you would record event problems, solutions, lessons learned

You should go on to explain how undertaking the above activities contribute to identifying problems and providing
solutions for future events. (M3-U18)
BTEC National Business Unit 18: Managing a Business Event – Unit 28: Supporting Projects

C. Planning, planning and alternatives

vii) drawing on the work provide for P1-The Stages in a project Life Cycle and P2-Stakeholders
expectations and giving examples relating to the Science Trip, examine the impact on each of the stages of
the project if it is poorly managed.

Explain what effects poor management will have on the activities as they are planned and how stakeholders expectations
will be affected by this poor management. (M1-U28)

viii) You need to explain how the many different tools for project planning contribute to managing different
types of project.

You should draw on your evidence for P4-Two Methods of Project Monitoring and use examples of different types of
project, such as large complex ones and small informal ones. (M2-U28)

ix) You need to provide an analysis of the importance of achieving project outcomes within agreed
timescales, resources and budgets.

You should explain how failing to follow the plan in place will require a contingency strategy for dealing with major
deviations from the project plan. You also need to explain how it is important that outcomes should be within the
agreed timescales, resources and budgets and what has to be done if this is not the case. (M3-U28)

You need to hand in:

• A word processed report containing the following 9 sections;

o a detailed planning schedule for the Science Trip
o project life cycle diagram with explanation
o 2 methods of monitoring your plan
o a detailed assessment of the importance of following procedures
o an analysis of the arrangements made by the event organiser
o an explanation of how you will obtain the information allowing you to evaluate the event
o an analysis of the effects of poor management
o an explanation of the many different planning tools
o analysis of the importance of achieving project outcomes