Event Assistant Apprenticeship

An Event Assistant is an entry level position, typically working within a team of people in an events company or within the events department of a larger organisation.

The role would usually provide support to a number of Event Planners or Project Managers by carrying out a diverse range of tasks necessary to plan, organise and deliver an event. For example

searching for the right location and venue for the event,
working with the design team on the look and feel of the event
organising logistics like transportation and catering.

The events organised may be for the company where the Event Assistant is working, or could be for a variety of different clients including large corporations, smaller companies and not for-profit organisations. Events cover a broad range of activities as well as sizes, from small numbers of attendees through to thousands. Around 75% of events are conferences, meetings, trade shows and exhibitions. Other events include outdoor events, cultural events, sporting and music events.

Companies use events to bring together different groups of people: from employees attending a sales conference; to customers or suppliers attending the launch of a new product; to shareholders gathering at a conference designed to attract new investors.

Apprenticeships can be gained through the planning and delivering a wide range of events, such as weddings, graduation ceremonies, conventions, sporting and music events, business training days, open days, seminars, trade shows and exhibitions.

These are just a few examples – the breadth and diversity of the events industry is partly what makes it such an exciting place to work. As well as holding events in the UK, events agencies and events departments organise events in different countries around the world.

Information for Applicants

What knowledge and skills are covered?

An Event Assistant will learn the following skills, knowledge and understanding:

Operational 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.

Commercial

• 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 and Understanding

• How an event moves through its life-cycle 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.

What award will I achieve?

This is a level 3 course, which typically lasts for 18 months. At the end of the apprenticeship, students will receive a level 3 Apprenticeship in Events Management. The course will also include the option to gain professional qualifications in Management and Digital Marketing.

What are the entry requirements?

Individual employers will set their own selection criteria. This will typically include a minimum of Level 2 Maths and English. Apprentices without level 2 English and maths will need to achieve this level prior to taking the end-point assessment.

Anyone, from any background, can have a successful career in event management if they have the right attitude, passion, stamina and commitment to learning. Previous experience is not typically needed. It is a demanding yet very rewarding environment to work in. Flexible, calm and proactive individuals with energy, enthusiasm, good communication skills, patience and an ability to empathise are ideal candidates for the events profession.

How often do I have to attend college?

This apprenticeship standard is an eighteen month course with college attendance on a Wednesday (term time only). 20% of your working week must be spent on study or college time. This will be in conjunction with further online learning and also assessment in the workplace.

Our well-equipped venue and studios allow apprentices to demonstrate their ability contribute to conversations with team members and share ideas with confidence.

How will I be assessed?

End point Assessment – This contains two components:

A project practical case study that covers

What can I do next?

Successful candidates may progress into full-time employment or higher qualifications and degree level study specific to their work.

Information for Employers

How is my business going to benefit from an Apprentice?

How is my business going to benefit from an Event Management Assistant Apprentice?

Any business which deals with events is suitable to create a job role for an Events Assistant Apprentice – from hotels and dedicated events management businesses to local authorities and funeral homes.

Regardless of whether you are large or small employer, an Apprentice will benefit your business in several ways:

They will have been trained and assessed against a wide range of specially targeted technical skills that can help you maintain an effective business
They will be able to deal a wide range of routine and non-routine problems.
Attention will have been also paid to developing their behavioural, thinking, team working and communication skills to ensure that the apprentice is able to contribute effectively

What will my apprentice do?

An Event Assistant demonstrates the following behaviours:

Commission from a client or organisational brief, so an apprentice can demonstrate how they have responded to the brief
Use of software packages to create word processing and spreadsheet documents.
Contribution to reports, event project plans and written presentations for clients.
Use of a range of event technology platforms and social media sites and in-house bespoke software systems and databases.
How conclusions are drawn to choose venues that may be suited to a particular event based on clients’ needs.
Handle aspect of event logistics: the venue, delegate management, transportation, accommodation, catering
Liaison with event suppliers to combine and contribute to deliver an event

What will this cost my business?

Since April 2017 the way that government funds apprenticeships in England has changed. All businesses operating within the UK with a wage bill of over £3 million are required to contribute to the apprenticeship levy monthly via HMRC.

If the levy applies to your business you will be required to pay 0.5% of your entire wage bill into the levy. This will be offset against a levy allowance worth £15,000 for each tax year
You will only be able to use your levy payment for government backed apprenticeships through providers who are registered on the Register of Apprenticeship Training Providers
Levy payments will expire after 18 months.

From April 2017 all existing apprenticeship frameworks and new apprenticeship standards (often referred to as trailblazer standards) will be allocated to Government funding bands.

Funding bands determine the maximum amount of money that Government will contribute for the training delivery and end-point assessment of each apprenticeship. All approved apprenticeship standards have already been allocated to funding bandings with maximum funding caps.

If you take on an apprentice who is between 16 and 18 years old at the start of their apprenticeship, you will receive a payment to help meet the extra costs of employing them. This will be paid to you through the training provider in two £500 instalments at 3 months and 12 months if the apprentice continues in learning beyond this point.

Non-levy paying employers will need to contribute 10% of the maximum funding band as published by the Skills Funding Agency for the delivery of training and assessment for their apprenticeship. Levy paying employers will pay the full cost of the agreed funding band using their Digital Apprenticeship account. Where there are no longer funds in this digital account the Government will co-invest 90% of the funding with the levy paying employer being the asked to contribute the remaining 10% on a monthly basis.

Levy paying employers can estimate their funding contributions through the use of the free Funding Apprenticeship Systems calculating tool.

The agreed funds will be taken from the employer’s digital account to pay the training provider, up to a maximum amount of funding allocated by Government to that particular apprenticeship.

For non-levy paying employers the Digital Apprenticeship Service will not be available until at least 2018. They will need to discuss and agree a price with their training provider.

Does the apprentice have to attend college?

This apprenticeship standard is an eighteen month course with college attendance on a Wednesday (term time only). 20% of the apprentices working week must be spent on study or college time. This will be in conjunction with further online learning and also assessment in the workplace.

Our well-equipped venue and studios allow apprentices to demonstrate their ability contribute to conversations with team members and share ideas with confidence.

How is the apprentice assessed?

Within our assessment approach, independence is achieved through the end point assessment being carried out by an independent assessor who has not had any involvement with the apprentice or the delivery of the apprenticeship. The Independent Assessment Organisation will make a synoptic assessment of each apprentice’s work, including the grade to be awarded, on the basis of evidence supplied in the Project, Portfolio and the Professional Discussion.

What about support in the workplace?

Once they have started their programme, the apprentice will require mentoring and help in satisfying the requirements for endpoint assessment. This will involve assisting the apprentice in assembling the portfolio to ensure that it meets the entire standard and is to a good quality. Skilled and knowledgeable staff must be available to support the apprentice as they complete work-based tasks.

Why should I choose Colchester Institute to support my recruitment and retention?

If the levy applies to your business you will be required to pay 0.5% of your entire wage bill into the levy. This will be offset against a levy allowance worth £15,000 for each tax year
You will only be able to use your levy payment for government backed apprenticeships through providers who are registered on the Register of Apprenticeship Training Providers
Levy payments will expire after 18 months.

From April 2017 all existing apprenticeship frameworks and new apprenticeship standards (often referred to as trailblazer standards) will be allocated to Government funding bands.

Levy paying employers can estimate their funding contributions through the use of the free Funding Apprenticeship Systems calculating tool.

The agreed funds will be taken from the employer’s digital account to pay the training provider, up to a maximum amount of funding allocated by Government to that particular apprenticeship.

For non-levy paying employers the Digital Apprenticeship Service will not be available until at least 2018. They will need to discuss and agree a price with their training provider.

Event Assistant Apprenticeship

Level	Level 3
Location	Colchester
Duration	Typically 18 months
Campus	Colchester Institute
Start Date	Starting employment as an apprentice can occur throughout the year however the start-date for attending college for training, where required, will be communicated post-employment and sign-up
Apprenticeship Funding Band (Levy paying employers)	£9,000
Employer Contribution Fee (Non-levy paying employers)	£900
What will this cost my Business?	Non-levy paying employers will need to contribute 10% of the maximum funding band as published by the Skills Funding Agency for the delivery of training and assessment for their apprenticeship. Levy paying employers will pay the full cost of the agreed funding band using their Digital Apprenticeship account.
Apprenticeship Funding Bands	Apprenticeship Funding Bands Employers with less than 50 employees who are recruiting an apprentice aged 16-18 years old will not be required to pay the contribution fee. Any associated cost to the individual will be made clear at the interview.

Applying for a Full-time Course and Apprenticeship Apprenticeship Enquiry Line: 01206 712 043 Open Events

Disclaimer

All Fees and prices shown on the website are for courses starting in the 2018-19 academic year unless stated otherwise, and are correct at the time of entering/printing information, however these may be subject to change. The College cannot accept legal or financial liability as a result of any such changes.

The course information describes programmes offered by Colchester Institute. The College takes all reasonable steps to provide courses as described, but cannot guarantee provision. The information is for guidance and does not form any part of a contract.

The College reserves the right to update and amend information as and when necessary. Colchester Institute will do its best to provide the courses shown, but may have to modify or withdraw a course depending on customer demand and other factors.