AccountancyISCO 3332
Event assistant
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.
Check yourself in a minute: event assistant
Rate 5 of the 16 essential skills of this occupation (European ESCO data). No account needed.
manage event structure installation
negotiate contracts with event providers
promote event
select event providers
obtain event permits
European Skills Framework
Skills and knowledge areas required for this occupation based on European classification.
Essential (16)
manage event structure installationmanage event structure installationPlan 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 ...negotiate contracts with event providersnegotiate contracts with event providersNegotiate contracts with service providers for an upcoming event, such as hotels, convention centres, and speakers.promote eventpromote eventGenerate interest in an event by carrying out promotion actions, such as placing ads or distributing flyers.select event providersselect event providersEvaluate and select the right providers of the right services, according to the customer's specific requirements.obtain event permitsobtain event permitsObtain 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 ...confer with event staffconfer with event staffCommunicate with staff members at a chosen event site to coordinate details.process commissioned instructionsprocess commissioned instructionsProcess 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.review event billsreview event billsCheck event bills and proceed with the payments.organise event participants' registrationorganise event participants' registrationOrganise the official registration of event participants.organise on-site amenitiesorganise on-site amenitiesEnsure 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 accomm...coordinate cateringcoordinate cateringContact 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.solicit event publicitysolicit event publicityDesign advertisement and publicity campaign for upcoming events or exhibitions; attract sponsors.meet deadlinesmeet deadlinesEnsure operative processes are finished at a previously agreed-upon time.monitor event activitiesmonitor event activitiesMonitor event activities to ensure that regulations and laws are followed, look after satisfaction of participants, and resolve any problems should they arise.arrange special eventsarrange special eventsOrganise the necessary preparations for catering at special events such as conferences, large parties or banquets.maintain event recordsmaintain event recordsMaintain records of every administrative aspect of an upcoming event, including financial details.
Optional (19) — show
project managementproject managementThe 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.identify customer requirementsidentify customer requirementsApply techniques and tools, such as surveys, questionnaires, ICT applications, for eliciting, defining, analysing, documenting and maintaining user requirements from system, service or product.identify suppliersidentify suppliersDetermine potential suppliers for further negotiation. Take into consideration aspects such as product quality, sustainability, local sourcing, seasonality and coverage of the area. Evaluate the likel...liaise with transportation companiesliaise with transportation companiesEstablish relationships with transportation companies in order to negotiate advantageous agreements for the transport of goods and livestock.liaise with event sponsorsliaise with event sponsorsPlan meetings with sponsors and event organisers to discuss and monitor upcoming events.forecast catering servicesforecast catering servicesForesee the need, the quality, and the quantity of food and beverages for an event depending on its scope, objective, target group, and budget.manage budgetsmanage budgetsPlan, monitor, report on the budget and prepare set production budgets.liaise with local authoritiesliaise with local authoritiesMaintain the liaison and exchange of information with regional or local authorities.visit suppliersvisit suppliersVisit local or international suppliers to get an accurate understanding of their services and report back to clients on that basis.quote pricesquote pricesRefer to prices for the client by researching and estimating fare rates.process bookingprocess bookingExecute a booking of a place according to client's requirement in advance and issue all appropriate documents.organise travel arrangements for stafforganise travel arrangements for staffPlan all arrangements for business travels including preparing schedules and booking transportation, dinners and accommodation.liaise with advertising agenciesliaise with advertising agenciesCommunicate 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...make logistical arrangementsmake logistical arrangementsCooperate with coach operators, transport providers and accommodation providers in order to schedule transport, accommodation and activities.contribute to the programmer's reflection processcontribute to the programmer's reflection processDiscuss 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, v...create event-specific menuscreate event-specific menusDevelop menu items for special events and occasions such as banquets, conventions and catered business meetings.organise facilities for office personnelorganise facilities for office personnelManage the booking schedule for conferences and meetings of internal or external nature. Shop around and book reservations for travelling or hosting for office personnel.liaise with managersliaise with managersLiaise with managers of other departments ensuring effective service and communication, i.e. sales, planning, purchasing, trading, distribution and technical.negotiate buying conditionsnegotiate buying conditionsNegotiate terms such as price, quantity, quality, and delivery terms with vendors and suppliers in order to ensure the most beneficial buying conditions.
Related Occupations
Occupations that need many of the same essential skills, so the move between them is shortest.
Frequently asked questions
What does an event assistant do?
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.
What skills does an event assistant need?
An event assistant needs 16 essential skills, including manage event structure installation, negotiate contracts with event providers, promote event, select event providers, obtain event permits.
Will AI replace event assistant jobs?
The AI disruption score for event assistant is 41/100 (moderate risk). Skills most exposed to automation: organise travel arrangements for staff, maintain event records, process booking. Most resilient: visit suppliers, contribute to the programmer's reflection process, confer with event staff.
AI Replacement Risk
41/ 100
Moderate Risk
Low riskHigh risk
Quick Facts
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