During Your Programme

These web pages aim to provide a handy access point for information that you will need during your Event Assistant apprenticeship programme.

On this page:

Your Tutors & Coaches

Robin Marks

Robin Marks
Tutor & Coach

Melanie Clarke
Progress Adviser

Explaining the Roles

There are three key roles in the team which will support your apprenticeship. Some members of staff cover more than one of these.

Your tutor will lead you through your workshops or seminars and deliver a large proportion of the knowledge elements of your apprenticeship with you.

Your coach will meet with you each month to help develop and evidence your skills and behaviours within the workplace. Your line manager will attend part of this session. They will help you gather evidence to demonstrate your overall competency.

Your learner progress adviser will help provide additional support where needed and monitor your progress. You will meet with them, and your line manager, every three months.

Your E-Portfolio: OneFile

We use OneFile as our e-portfolio system. This is where your assignments will be set, you will submit your work and you will log your off-the-job training.

Your regular reviews will be stored on here as will some resources for your course. You will complete a learning journal, be able to monitor your progress towards your Knowledge, Skills and Behaviours and refer to your workplace training plan.

Our training video covers all the key features of OneFile you need to know. Visit the Support and FAQs page if you have questions or issues.

Knowledge, Skills and Behaviours

During your Event Assistant apprenticeship you will learn to demonstrate the following knowledge, skills and behaviours.

Core Skills & Knowledge

Skills

  • Gather facts and collate information in response to a brief or request, like searching for the right location and venue for an event.
  • Respond to requests from the different functional teams and carry out a variety of daily and weekly tasks to assist in the planning and preparation of an event.
  • Provide assistance onsite at an event by registering delegates or by helping to assist the onsite team with a variety of tasks.
  • Manage your time effectively by understanding how to prioritise tasks according to their importance and urgency for the stakeholders of an event.
  • Use software packages to create word processing and spreadsheet documents.
  • Contribute to reports, event project plans and written presentations for clients
  • Use a range of event technology platforms and in-house bespoke software systems and databases.
  • Show careful attention to regulations and internal policies.

Knowledge

  • How an event moves through its lifecycle from research and planning to delivery and evaluation.
  • The respective roles of different functions: logistics, production, creative and design in event management; what each area is responsible for and how they contribute to the successful delivery of an event.
  • How different venues may be suited a particular event based on clients’ needs.
  • How event logistics can impact on the smooth running of an event.
  • Each aspect of event logistics: the venue, delegate management, transportation, accommodation, catering.
  • How the event suppliers combine to contribute to deliver an event.
  • What the onsite team at an event are responsible for and how they work to ensure that the client’s and all the delegates needs are met.
  • Regulation and policies that are relevant to your job role.

Skills

  • Listen, interpret, understand, vocalise and respond to clients’ needs.
  • Speak and write clearly in order to prepare written communications or provide instructions that are needed for a client, supplier or team member.
  • Build rapport and trust with the stakeholders of an event so that stakeholders can collaborate well throughout the planning and organisation processes.
  • Question effectively to ensure understanding of what is required from clients or colleagues.
  • Have the skills to maintain relationships with colleagues, suppliers or clients once they are built, and be able to repair them when they are damaged.
  • Work effectively within a group environment to prepare for, deliver and/or follow up after an event takes place.

Knowledge

  • Why clients’ choose to hold events, what purpose they serve, and how they would evaluate different types of events.
  • What clients typically expect from a department or company who is organising the event, and the importance of meeting or exceeding clients’ expectations.
  • The importance of client feedback – dealing with it and using it to improve.
  • Importance of time-keeping, attendance, personal presentation and conduct and how this reflects on the company or department that is responsible for organising events for clients.
  • The importance of being flexible to the needs of urgent requirements for an event.

Skills

  • Assist in the preparation, management and reconciliation of event budgets by collecting information, checking data and making calculations.
  • Show how commercial awareness has been applied through task and time management, specifically using efficient and effective measures to conclude a project in the most proficient way.

Knowledge

  • Develop an understanding of the business, its competitors, and how success is measured.
  • How the role of the Event Assistant contributes to business success.
  • Understand how an event budget is constructed and managed.

Behaviours

  • Have an enthusiastic and positive approach to providing swift and accurate service.

  • Show tact and discretion with sensitive information.

  • Contribute to conversations with team members and share ideas with confidence.

  • Remain calm and positive under pressure.

  • Take pride in producing accurate work with a consistently strong attention to detail, seeking clarity where necessary.

  • Use initiative when faced with problems or challenges, and be flexible to the needs of the project.

  • Demonstrate consideration and respect for team members regardless of sex, race, religion and other differences.

  • Frequently seek and act upon feedback, reflect on performance and show commitment to self-development.

  • Demonstrate personal commitment to sustainability by minimising the negative affect on the environment caused by work activities.

Off-the-Job Training

You will need to dedicate around 20% of your working hours to your learning and development, which equates to around one day a week.

How Can I Evidence My Learning?

Your coach and tutor will work with you to best gather evidence of your training. This can take various forms.

Functional Skills

Each Apprenticeship standard requires you to hold a certificate to at least a Level 2 in Math and English. If you do not have copies of your certificates, or if they are not held on the learner record service, then you will need to undertake the Functional Skills course.

Helpful Tips, Tricks & Techniques

We’ve compiled resources to supercharge your apprenticeship journey. Delve into our “Helpful Tips, Tricks & Techniques” guide, covering everything from polished business documents to expert minute-taking. Level up your skills for ensure your success.

Completing Your Apprenticeship

End Point Assessment (EPA) is the process at the end of your programme for you to demonstrate to a third party assessor that you have acquired the knowledge, skills and behaviours set out in the apprenticeship standard. This will only happen once yourself, your line manager and Skills Coach have agreed that you are ready.

Safeguarding, Prevent, Welfare & British Values

Paula Wakelin
Paula WakelinSafeguarding & Prevent Officer
There is nothing more important than keeping you safe. If you or someone you know is at risk, click on the button below to raise your concerns.

We are strongly committed to practices that protect you from the risk of abuse, neglect or significant harm. Our staff recognise and accept their responsibility to develop an awareness of the risks and issues involved in safeguarding. All staff and learners should have zero tolerance for abuse, bullying, neglect and violence.

Prevent is about safeguarding people and communities from the threat of terrorism. At the heart of Prevent is safeguarding children and adults and providing early intervention to protect and divert people away from being drawn into terrorist activity.

We provide expert support to help you on your apprenticeship journey. This includes mental health and neurodiversity, careers guidance and academic and financial challenges.

We want to help you achieve your full potential. We offer careers consultancy to ensure you have impartial and constructive information and guidance to help you decide and then to action your career decisions.

We aim to create an equal, diverse, inclusive and respectful culture. All of us contribute towards this culture through our actions and words. JGA aims to address any barriers to equality in our systems, policies and decision making as well as in our behaviour and ways of working.

The Fundamental British Values underpin what it is to be a citizen in a modern and diverse United Kingdom, valuing our community and celebrating diversity.

There is a code of conduct which applies to you and all learners on our programmes. This lays out the expectations for your behaviour whilst on the apprenticeship.