Organise and coordinate corporate events

URN: INSBA016
Business Sectors (Suites): Business and Administration
Developed by: Skills CFA
Approved on: 08 Feb 2021

Overview

This standard is about the organisation and coordination of corporate events. It includes communicating with stakeholders regarding budgets, identifying venues, producing event materials, supporting activities before, during and after the event. The standard also covers organising the virtual event through relevant digital tools, technologies or collaboration platforms. It also includes managing electronic diaries to make, update and coordinate appointments.

It is for professionals in business administration roles who have responsibility for organising and coordinating corporate events.


Performance criteria

You must be able to:

Manage electronic diaries

1.      make diary entries accurately and clearly for all event related appointments and activities

2.      update the diary to reflect any agreed changes

3.      send out invitations for the event to all attendees

4.      solve problems by negotiating alternative arrangements where appointments conflicts occur

5.      confirm agreed changes to attendees affected

Organise and run the event

6.      agree a plan for the event in accordance with agreed objectives

7.      identify the relevant digital technology or collaboration platform for running a virtual event

8.      ensure all attendees received the electronic invitations and confirmed their attendance

9.      inform all attendees about the digital platform you are using for the virtual meeting

10.   pre-test the software with all attendees before the event

11.   address any potential risks and identify contingencies

12.   allocate suitable venues and calculate their costs in accordance with agreed budget requirements

13.   identify and agree the resources and support required for the event

14.   liaise with the venue members of staff to confirm event requirements

15.   follow the relevant legal and contractual requirements

16.   ensure the event complies with health, safety and security requirements

17.   support production and distribution of event materials

18.   provide delegates with joining instructions and event materials

19.   make arrangements for rehearsals, if required, to ensure the event runs in accordance with plan

20.   delegate functions to the event team members and ensure they are briefed and trained to fulfil their roles

21.   ensure all necessary facilities and resources are in place during the event

22.   coordinate activities and resources during the event in accordance with agreed plans

23.   respond to delegates' needs throughout the event

24.   ensure the speakers' attendance and presentations in an agreed sequence and timescales

25.   ensure all visual content is in place and presented in agreed format

26.   resolve any issues in a professional and timely manner

27.   monitor compliance with relevant health, safety and security requirements

After the event

28.   clear and vacate the venue, in accordance with the terms of the contract

29.   conduct follow-up activities, as required

30.   distribute the feedback forms to all attendees

31.   analyse any feedback from the event and share with relevant members of staff

32.   agree key learning points and use these to improve the running of future events


Knowledge and Understanding

You need to know and understand:

  1. the diary entries in relation to all event related appointments and activities
  2. how to update the diary to reflect any agreed changes
  3. the electronic invitations for the event to all attendees
  4. the alternative arrangements where appointment conflicts occur
  5. the agreed changes to attendees affected
  6. how to organise and co-ordinate event plans to meet the objectives of the brief
  7. the types of events and their main features
  8. the relevant digital technology or collaboration platform for running a virtual event
  9. why it is important to pre-test the technologies before the event
  10. how to identify suitable venues for different types of events
  11. the types of resources required to prepare for different types of events
  12. the types of risks associated with events and how to minimise these
  13. the equipment required for the event and how to test it
  14. the visual displays and materials required for the event
  15. the type of information that delegates will need and any special requirements that delegates may have
  16. how to coordinate the speakers presenting themselves during the event within agreed order of appearance and timescales
  17. the types of activities and resources that may need to be co-ordinated during an event
  18. the types of issues which may occur during events and how to deal with these
  19. the points to observe when clearing and vacating an event
  20. the types of follow-up activities that may be required to carry out
  21. the health, safety and security requirements when organising events
  22. the legal and organisational requirements for contracts
  23. the purpose and value of evaluating an event and the methods you can use
  24. the types of papers that may need to be circulated after an event
  25. the budgetary responsibilities and procedures
  26. the types of information you must obtain
  27. the purpose of keeping the records up to date
  28. the purpose of trying to balance the needs of all those involved
  29. the different types of problems that may occur when new requests are made and solutions to these problems
  30. the feedback forms for collating evaluation responses after the event
  31. how to analyse the collated feedback and identify points for improvement

Scope/range


Scope Performance


Scope Knowledge


Values


Behaviours


Skills

1.  checking

2.  communicating

3.  decision making

4.  interpersonal skills

5.  managing resources

6.  managing time

7.  planning

8.  monitoring

9.  negotiating

  1. organising

  2. problem solving


Glossary


Links To Other NOS


External Links


Version Number

1

Indicative Review Date

01 Mar 2026

Validity

Current

Status

Original

Originating Organisation

Instructus

Original URN

CFABAA311, CFABAA312, CFABAA431

Relevant Occupations

Administration, Administration and Secretarial Occupations, Business, Business and Related Associate Professionals, Administration and Law

SOC Code

4159

Keywords

Business; administration; event, organisation, presentation, electronic diary