Events Assistant

Level 3

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Events Assistant

Level 3

No formal entry requirements

Level 3 Events Assistant

15 months (of which 12 will be in practical learning).

Standard Overview

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 Assistants support seamless coordination from event planning to execution, helping your organisation deliver successful and engaging events that meet business objectives.

Standard Overview

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 Assistants support seamless coordination from event planning to execution, helping your organisation deliver successful and engaging events that meet business objectives.

No formal entry requirements

Level 3 Events Assistant

15 months (of which 12 will be in practical learning).

Event Assistant apprentices will learn:

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.

Typical Responsibilities

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

Event Assistant apprentices will learn:

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.

Typical Responsibilities

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

Apprenticeships available nationally

100% pass rate. Every student, every time.

64.6% achievement rate. Our apprentices don’t just begin; they achieve success.

75% distinction rate. Excellence isn’t the goal; it’s the standard.

Apprenticeships available nationally

100% pass rate. Every student, every time.

64.6% achievement rate. Our apprentices don’t just begin; they achieve success.

75% distinction rate. Excellence isn’t the goal; it’s the standard.

Entry Requirements

There are no formal entry requirements for this qualification, but a keen interest in this field is essential. Applicants must be prepared for both shift work and travel.

Prior experience is not necessary, but useful and should be supported by a portfolio of evidence.

Knowledge, Skills and Behaviours

Knowledge and understanding

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.

Skills

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

Take personal responsibility for safety of self and others.
Have a flexible approach and will be adaptable to change.
Be willing to work unsociable hours in a variety of locations for extended periods.
Be punctual, reliable and personally responsible.
Be self-motivated with a positive and disciplined approach to work.
Have a commitment to personal and professional development.
Develop professional working relationships and treat others with respect using appropriate channels and etiquette.
Have drive and determination to complete a task on time.

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 effect on the environment caused by work activities.

Entry Requirements

There are no formal entry requirements for this qualification, but a keen interest in this field is essential. Applicants must be prepared for both shift work and travel.

Prior experience is not necessary, but useful and should be supported by a portfolio of evidence.

Knowledge, Skills and Behaviours

Knowledge and understanding

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.

Skills

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.

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 effect on the environment caused by work activities.

Modules

Safe Working Practises
Electrical Fundamentals
Equipment Testing & Troubleshooting
Maintaining Equipment
Performance Spaces
Stage/Production Management Principles
Problem Solving
Lighting Equipment
Audio Equipment
Industry Awareness
Wellbeing
Programming and Operations
Storage and Logistics (Part 1)
Storage and Logistics (Part 2)

Technical Specifications – Lighting
Technical Specifications – Audio
LOLER
Automation
Scene Changes
Maintenance of Venue Systems
History of Theatre
Venue Budgeting
Production Design
Assemble and Configure Project Planning
Assemble and Configure Project – Execution

Modules

Apprentices will cover the following modules:

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
Problem-solving & thinking creatively

Modules

Apprentices will cover the following modules:

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

Employer Testimonials

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 programs. 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."

NEC

“The combination of in-venue experience and regular training, provides our two Live Event Technician apprentices with plentiful opportunity to enhance the skills they’ve learnt in the classroom, on-the-job with our conventions team. It has been a pleasure to work with Access Creative College since 2022 and we look forward to supporting more students with their apprenticeships.”

4Wall

“Access Creative has supported us from the outset, they were committed to understanding the unique needs of our business and has been on hand at each stage of the onboarding process to answer any questions. Our apprentices have consistently demonstrated adaptability, teamwork skills and an eagerness to learn, and the curriculum provided by Access Creative has supported our apprenticeship team with the theory and knowledge necessary to thrive in our industry. It has been great to work collaboratively with Access Creative and we look forward to developing our relationship further in the future.”

Eclipse

“Our apprentice, though new to the industry, has made a positive impact on the team by demonstrating a strong willingness to learn, adaptability, and a proactive approach to tasks. Access Industry's (NCCI) apprenticeship programme is highly recommended for organisations seeking to develop skills in individuals with little or no prior experience. The program facilitates a seamless transition, allowing companies to play a vital role in shaping and enhancing the skills of apprentices, ensuring they contribute effectively to the relevant industry. ”

The Chameleon Agency

“Finding an apprentice through Access Industry has been a blessing for our agency. Not only was the process incredibly simple but the talent at Access is brilliant. It has been great working with them and having Amber as part of our team. She has developed brilliantly and is now working across internal and external projects of all sizes.”

Employer Testimonials

PRG

NEC

4Wall

Eclipse

The Chameleon Agency

Where do you see yourself?

This apprenticeship equips you with the skills to go onto:

Events Assistant

Events Assistant is a wide and varied role, assisting the Event Manager in all areas of planning and implementing an event.

Events Coordinator

An Event Coordinator plans and coordinates events, including booking vendors and inviting attendees, organising catering and other key elements.

Fundraising Assistant

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.

Event Manager

An Event Manager oversees the planning, development and implementation of an event. They manage team leaders, strategise and ensure that the event runs smoothly.

Meetings and Events Assistant

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.

Events Promotions Assistant

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.

Event & Marketing Executive

An Event & Marketing Executive develops and implements marketing strategies for events, manages promotional campaigns, and coordinates logistics, including vendor selection and venue arrangements, while ensuring effective communication with stakeholders and attendees.

Event Producer

An Event Producer oversees the planning and execution of events, managing all logistical elements, coordinating with vendors and staff, and ensuring that the event meets the client’s vision and objectives while staying within budget and timeline constraints.

Where do you see yourself?

This apprenticeship equips you with the skills to go onto:

Events Assistant

Events Assistant is a wide and varied role, assisting the Event Manager in all areas of planning and implementing an event.

Events Coordinator

An Event Coordinator plans and coordinates events, including booking vendors and inviting attendees, organising catering and other key elements.

Fundraising Assistant

Meetings and Events Assistant

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.

Events Promotions Assistant

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.

Event & Marketing Executive

Event Producer

Want to find out more?

Wondering how an apprenticeship can influence your future? If you’re considering career paths or seeking practical experience, we’re ready to assist you. Contact us today to discuss your choices and move closer to your ideal career!

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Understanding the industry (terms & relationships)

Health and safety standards including: manual handling, work at height, provision and use of work equipment, construction (design and management), noise, first aid, working hours, electricity at work, fire & emergency procedures, accident reporting and Technical Standards for Places of Entertainment.
Security and control of equipment protocols.
Management structures within a venue, etiquette and culture, including communication protocols and interdependencies of departments.
Relevant industry bodies and their roles e.g. HSE, ABTT, BECTU principles of stage and production management.
Creative venue safety systems.
The history, styles, architecture, terminology and acoustics of creative venues.

Planning

The selection of the correct tools and equipment for tasks such as assembling scenic components and truss and rigging lighting, audio and video equipment.
Computer-aided design – viewing, extracting information and realising specifications from system designs e.g. stage plans, lighting plans and sound schematics.
Environmental and sustainability protocols e.g. correct disposal of different lamp types and electronic equipment, reduction in use of PVC products.
Approaches to problem solving – to achieve the creative team’s requirements within the appropriate venue or production’s resources.
Competently use safety and access equipment e.g. personal and fall protection equipment, ladders, access towers and tallescopes.
Assemble and configure structures and systems from component parts.

Production Processes, Performance & Maintenance

The agreed industry safe working procedure: e.g. The Code of Conduct for Get-ins, Fit-ups and Getouts.
Recognition of production design elements – scenic, lighting, audio and visual e.g. means of scenic construction: timber, metal and textile. The properties of electricity, fixed and temporary electrical systems; theory, practice and safety e.g. to enable portable appliance testing of relevant technical equipment.
The properties of mechanical and electromechanical systems e.g. to enable the assembly and monitoring of hydraulic systems for scenic effect.
Lifting operations; theory and practice e.g. to enable monitoring of a lifting operation in compliance with LOLER such as performer flying.
How to identify potential improvements to systems and procedures to better enable the realisation of the creative team’s vision for the production.
Housekeeping – keeping venue work and storage areas clean, tidy and free from the build-up of waste materials.

To be eligible, applicants must be aged 16 or over, living in England and not taking part in full-time education. If they are already employed, they can start an apprenticeship in their current job to help them progress to a higher level position.

Apprenticeships range from Level 2 to Level 7. The levels and their equivalent qualifications are listed below:

Level 2 = 4 GCSEs

Level 3 = 3 A Levels

Level 4 & 5 = Foundation degree and HNC/D

Level 6 = Bachelor’s Degree

Level 7 = Master’s Degree

Access Industry currently offers apprenticeships up to Level 4, but we continually update available apprenticeships to meet learner needs and industry trends.