Build a team and select a feasible tourism event
Organise team roles and meetings, then test an event idea through research, SWOT, risk, estimated costs, approval and data protection.
Section 5 · Planning and managing a travel and tourism event
Exam scope and assessment notes
This original lesson maps Cambridge International AS & A Level Travel & Tourism 9395 syllabus sections 5.1, 5.2 for exams in 2027, 2028 and 2029. Build AO1 knowledge, AO2 application, AO3 analysis and research, and AO4 evaluation. Examples and practice are original StudyForA material, not Cambridge questions, mark schemes or official grades. Use current, reliable local evidence; tourism effects and customer needs depend on context. Paper 2 requires learners to plan and manage a real event as a team, then present their project individually. This site can teach and simulate the planning process, but cannot conduct the event, verify participation or evidence, replace centre approval and supervision, award a coursework mark, or provide Cambridge moderation.
Before you begin
Work on paper. Try each question before revealing help, and explain why your method works.
Quick readiness check
Before you start: What does a risk assessment add to event planning?
What you will learn
- Explain team purpose, effective qualities, role allocation, leadership and safe meeting practice including agendas and minutes.
- Assess event feasibility using investigation, questionnaires or focus groups, SWOT, risk and estimated costs.
- Identify centre approval, local legal or operational arrangements, transport/equipment hiring, data protection and safety responsibilities.
Make teamwork visible and accountable
A team can assign roles such as chair, marketing, finance, safety, catering and minute-taking. Effective teams communicate, share responsibility and respond to evidence. Leadership may be distributed; Belbin is one framework for discussing contributions, not a fixed label for a person.
Meetings need a purpose, accessible notice, agenda, decisions, assigned actions and minutes. Social platforms can support coordination but require safe use, appropriate privacy and centre rules.
Feasibility comes before commitment
Investigate likely participants, demand, location, timing, transport, staffing, costs, resources and permissions. Questionnaires and focus groups answer different questions; check who was included and how reliable the findings are.
SWOT organises strengths, weaknesses, opportunities and threats. Risk assessment identifies hazards, likelihood, impact and controls. Estimated costs and realistic income help test viability; centre approval, local rules, hiring and data protection must be confirmed before action.
Sources for this lesson
Pause and explain
A survey of friends shows strong interest. What should the team do next?
Worked example
A student team proposes a guided heritage walk for visiting families. State a sensible role plan and three feasibility checks before approval.
Show the worked solution
- Assign coordination, research/marketing, finance, safety and records, while sharing decisions and recording actions.
- Test demand, route/access, timing, guide capacity and likely costs with appropriate research.
- Assess hazards, permissions, transport needs, safeguarding and personal-data handling with the centre before committing.
Answer A clear team plan supports accountability, but the event proceeds only if demand, cost, safety, access and centre approval are verified.
Try a topic test
Choose Easy, Normal or Difficult. Save your answers and open worked review after finishing.
Test this topic →From guided practice to a new situation
Write your answer and reasoning first. Use a hint only if you are stuck. The model solution is for self-checking; your written work is not automatically marked.
A team wants to run a school travel fair. Create a meeting and role plan that keeps decisions accountable and safe.
Give me a hint
Assign functions, record decisions and define safe communication rules.
Compare my reasoning
- Set a meeting purpose and circulate an agenda through an approved channel.
- Assign coordination, finance, marketing, safety and minute-taking, with deputies or shared cover where needed.
- Record decisions, owners and deadlines; use approved platforms and share only necessary personal information.
A defined agenda, role ownership and action minutes make progress traceable. Communication should follow centre rules and protect participant data.
Look for these in your work
- Assigns practical roles
- Records accountable actions
- Addresses safe communication
A proposed coach excursion has uncertain demand, a high hire cost and a route with a steep walking section. Recommend the feasibility evidence to gather before the team decides.
Give me a hint
Check market interest, finance and the whole access and safety route.
Compare my reasoning
- Survey a relevant group and ask about dates, price and interest; note sampling limits.
- Prepare a cost estimate with minimum viable attendance, contingency and payment assumptions.
- Inspect the route and transport, identify access alternatives and hazards, then seek centre approval before bookings.
The team needs relevant demand data, a realistic cost model and a verified safe, accessible plan. Approval and suitable alternatives must come before commitment.
Look for these in your work
- Tests demand and cost
- Addresses route access and risk
- Places approval before booking
A team uses an online form to collect names, dietary requirements and payment status for a proposed event. Identify safeguards and one reason to minimise the data collected.
Give me a hint
Follow centre policy and collect only information needed for an approved purpose.
Compare my reasoning
- Confirm the centre has approved the event, form, purpose, access controls and retention period.
- Collect only information genuinely needed; restrict access and use an approved secure system rather than an open shared sheet.
- Explain how information will be used, avoid storing payment credentials and delete records under the agreed policy.
Use an approved, access-controlled process, explain the purpose and retention, and minimise sensitive information. Payment credentials should not be stored in the form.
Look for these in your work
- Requires approval and controls
- Minimises and protects data
- Avoids unsafe payment storage
Common mistakes
- Choosing an event because the team likes it without testing feasibility
- Treating a SWOT list as a substitute for evidence or risk assessment
- Collecting participant data before confirming secure, approved handling
What can you explain now?
A survey of friends shows strong interest. What should the team do next?
Compare with the explanation
Check a wider, relevant sample and test cost, safety, access and centre approval
A strong response applies the concept to the evidence, explains the effect and qualifies its conclusion where conditions matter.
After trying it yourself, choose your next review. This is your self-assessment.
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Make it stick
Name two useful meeting records and two feasibility checks for a student tourism event.
If you needed the solution, close it and solve the problem again from a blank page. A correct answer is stronger when you can explain the reason for each step.