Entry Requirements
No formal entry requirements
Qualifications
Level 3 Events Assistant
Duration
15 months (of which 12 will be in practical learning).
The Level 3 Event Assistant Apprenticeship provides a cost-effective and strategic approach to supporting your organisation’s event management needs from planning to execution.
Event Assistant apprentices are trained in key areas such as:
- Event coordination, planning and administration.
- Venue selection, supplier management and on-site logistics.
- Client and stakeholder communications.
- Marketing and promotion for events.
- Budgeting, invoicing and financial tracking.
Event Assistant apprentices are suitable for organisations such as:
- Event Management Companies: Delivering conferences, festivals, corporate events and charity fundraisers.
- Corporate and In-House Event Teams: Planning internal meetings, seminars, product launches and staff engagement activities.
- Public Sector & Non-Profit Organisations: Organising community events, public campaigns and outreach programmes.
- Hotels, Hospitality & Leisure Venues: Managing weddings, corporate events and social gatherings.
Event Assistants support seamless coordination from event planning to execution, helping your organisation deliver successful and engaging events that meet business objectives.
Typical responsibilities for an Event Assistant Apprentice could include but are not limited to:
- Event Planning & Coordination
- Venue & Supplier Liaison
- Event Marketing & Promotion
- Client & Stakeholder Communication
- On-Site Event Support
- Budget Tracking & Administration
- Post-Event Evaluations
- Collaborate with Event Teams
- Ensure Safety & Compliance
Realise x Access Industry Partnership
At Access Industry, we are proud to partner with Realise to co-deliver the Level 3 Event Assistant Apprenticeship Programme. Realise is a leader in event apprenticeship training, having successfully graduated over 70 apprentices, with 83% achieving Merit or Distinction.
Realise’s pivotal role in creating the Level 3 Event Assistant Apprenticeship Standard personifies their expertise and commitment to the events industry. Their extensive experience is kept current as a provider of event registration technology and audience intelligence services for major expos and events both in the UK and internationally.
Together, Access Industry and Realise offer you and your event team an unrivalled apprenticeship programme to grow the next generation of event professionals.
Entry Requirements
Knowledge, Skills and Behaviours
Operational
- 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.
- 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 on-site 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.
Professional
- 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.
Production Processes, Performance & Maintenance
- 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.
Operational
- 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 on-site at an event by registering delegates or by helping to assist the on-site 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.
Professional
- 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.
Production Processes, Performance & Maintenance
- 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.
- 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 effect on the environment caused by work activities.
- GDPR compliance
- Presentation skills
- Goal setting & CPD
- Health & safety and risk assessments
- Equality, diversity & inclusion (EDI)
- Dealing with artists & clients
- Project management & time management
- Project administration
- Budgeting & fundraising
- Safeguarding in creative & cultural events
- Networking
- IT systems & software
- Working with stakeholders & partners
- Evaluating methods
- Portfolio and professional discussion
- Sustainability in the arts
- Teamwork
- Problem-solving & thinking creatively
Testimonials
Charlotte Musselle
Giggabox
Working with Access Industry has helped to enhance our business. Their onboarding process was super thorough, giving us all the information and assistance we needed. The team didn’t just offer advice; they provided us with expert insights to help us make the right choices. It’s clear they’re committed to giving apprentices top-notch training whilst being super supportive to us companies.
Find out more about Giggabox here.
Leigh Yeomans
PRG
Access Industry consistently delivers an unparalleled level of excellence in their support for PRG’s Live Event Technician Apprenticeship and Live Events Assistant Apprenticeship programmes. Their bespoke service not only meets but exceeds our expectations, ensuring a seamless and enriching learning experience for our apprentices. Access Industry’s commitment to personalised support and guidance sets the standard for exceptional partnership working in the realm of live event education.
Find out more about PRG here.
Beth Wall
4Wall Entertainment
Our apprentices have consistently demonstrated adaptability, teamwork skills and an eagerness to learn, and the curriculum provided by Access Industry has supported our apprenticeship team with the theory and knowledge necessary to thrive in our industry.
It has been great to work collaboratively and we look forward to developing our relationship further in the future.
Find out more about 4Wall Entertainment here.
Where do you see yourself?
Events Assistant is a wide and varied role, assisting the Event Manager in all areas of planning and implementing an event.
An Event Coordinator plans and coordinates events, including booking vendors and inviting attendees, organising catering and other key elements.
A Fundraising Assistant helps to source and process investment or donations for an event, works with the Fundraising and Finance teams to ensure figures are correct, and maintain a customer database for present and future fundraising activities.
An Event Manager oversees the planning, development and implementation of an event. They manage team leaders, strategise and ensure that the event runs smoothly.
This role directly supports the Events Manager in logistics and administration, and includes taking minutes of meetings, keeping records of bookings and payments and feeding into creative decisions.
An Events Promotions Assistant focuses in on promoting the event, working with the Marketing team to build new audiences, target existing audiences and work on messaging to build up attendee numbers.