Assessor Resource

SITEEVT003
Coordinate on-site event registrations

Assessment tool

Version 1.0
Issue Date: April 2024


This unit describes the performance outcomes, skills and knowledge required to prepare for and process onsite attendee registrations at events. It requires the ability to collect and collate all registration materials in advance of the event, set up the registration area, and check attendee registration details before admission.

This unit is relevant to events that are diverse in nature and are coordinated in many industry contexts, including the tourism, hospitality, sport, cultural and community sectors.

It applies to event operations personnel who operate with some level of independence and under limited supervision. They may work in event management companies, in event venues, or in organisations that organise their own events.

No occupational licensing, certification or specific legislative requirements apply to this unit at the time of publication.

You may want to include more information here about the target group and the purpose of the assessments (eg formative, summative, recognition)


Evidence Required

List the assessment methods to be used and the context and resources required for assessment. Copy and paste the relevant sections from the evidence guide below and then re-write these in plain English.

ELEMENTS

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element.

1. Prepare on-site registration materials.

1.1.Prepare and check all registration materials and equipment prior to event.

1.2.Source and prepare appropriate resources to address on-site contingencies.

1.3.Minimise use of printed materials and maximise use of electronic documents to reduce waste.

1.4.Check and reconfirm arrangements for venue or site access and registration set-up.

2. Set up registration area.

2.1.Establish contact with venue or site personnel to facilitate effective communication during event.

2.2.Complete site inspection to establish familiarity with event venue or site.

2.3.Locate and check registration set-up against prearranged agreements.

2.4.Identify registration area safety and access issues and resolve with venue or site personnel.

2.5.Check efficiency and working order of registration equipment and resolve or report deficiencies.

3. Process on-site registrations.

3.1.Welcome attendees and provide information on venue and event features.

3.2.Check attendee registration details and provide event documentation and admission according to organisational procedures and event deadlines.

3.3.Identify, record and resolve registration discrepancies according to individual responsibility and organisational procedures.

3.4.Process on-site event payments.

3.5.Finalise registration records and pack or store registration resources.

Evidence of the ability to complete tasks outlined in elements and performance criteria of this unit in the context of the job role, and:

coordinate on-site registrations for at least two different types of events as listed in the knowledge evidence, including undertaking each of the following:

prepare registration materials and equipment

set up registration area

process onsite attendee registrations

take payments

check registration details

provide event documentation

communicate event information to all attendees

resolve registration discrepancies

complete on-site registrations within commercial time constraints and customer deadlines.

Demonstrated knowledge required to complete the tasks outlined in elements and performance criteria of this unit:

types of events for which on-site registrations take place:

business and corporate

community

entertainment and leisure

exhibitions, expositions and fairs

festivals

fundraising

government and civic

marketing

meetings and conventions

sports

on-site registration processes for diverse event types

safety considerations for on-site registration areas:

adequate space for gathering or moving large numbers of people

adequate sun and weather protection

emergency exits

profile of registration area for arriving attendees

safe positioning

safety of electrical cables in registration area

access issues for on-site registration areas, especially those associated with gathering or moving large numbers of people

different types of operations systems, and software programs used to process on-site event registrations

attendee information required to provide on-site event documentation and admission

different formats for, inclusions, and uses of:

event registration reports

registration materials required to process on-site event registrations

financial administration documents for attendee payments

event attendance documents

for specific organisation and event:

agreements with venue or site for registration set-up

features of event program, schedules, inclusions and specific costs

procedures for processing on-site registrations.

Skills must be demonstrated in an operational events business or activity where event registrations are coordinated. This can be:

an industry workplace

a simulated event set up for the purpose of skills assessment.

Assessment must ensure access to:

venues or sites where events are operated with a designated on-site registration area

industry current technology and software for processing on-site event registrations

industry current templates for:

attendee lists

financial administration of on-site event payments

registration reports

event registration documentation:

attendance lists per session, site, venue or table

event programs

event schedules

inclusions and costs

name lists

payment status

special requests

venue or site agreements

organisational procedures for processing on-site registrations

registration equipment and materials:

attendee kits

cash float

computer

display stands

event program and running sheet

lanyards

name badge or identification documents

promotional display materials

receipts

service vouchers

signage

site maps

stationery

tickets

venue or site personnel with whom the individual can interact

industryrealistic ratios of registration staff to attendees; these can be:

those in an industry workplace who are assisted by the individual during the assessment process; or

individuals who participate in role plays or simulated activities, set up for the purpose of assessment, in a simulated industry environment operated within a training organisation.

Assessors must satisfy the Standards for Registered Training Organisations’ requirements for assessors; and:

have worked in industry for at least three years where they have applied the skills and knowledge of this unit of competency.

Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assingnment, checklist) and due date here

Assessment task 1: [title]      Due date:

(add new lines for each of the assessment tasks)

Assessment Tasks

Copy and paste from the following data to produce each assessment task. Write these in plain English and spell out how, when and where the task is to be carried out, under what conditions, and what resources are needed. Include guidelines about how well the candidate has to perform a task for it to be judged satisfactory.

ELEMENTS

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element.

1. Prepare on-site registration materials.

1.1.Prepare and check all registration materials and equipment prior to event.

1.2.Source and prepare appropriate resources to address on-site contingencies.

1.3.Minimise use of printed materials and maximise use of electronic documents to reduce waste.

1.4.Check and reconfirm arrangements for venue or site access and registration set-up.

2. Set up registration area.

2.1.Establish contact with venue or site personnel to facilitate effective communication during event.

2.2.Complete site inspection to establish familiarity with event venue or site.

2.3.Locate and check registration set-up against prearranged agreements.

2.4.Identify registration area safety and access issues and resolve with venue or site personnel.

2.5.Check efficiency and working order of registration equipment and resolve or report deficiencies.

3. Process on-site registrations.

3.1.Welcome attendees and provide information on venue and event features.

3.2.Check attendee registration details and provide event documentation and admission according to organisational procedures and event deadlines.

3.3.Identify, record and resolve registration discrepancies according to individual responsibility and organisational procedures.

3.4.Process on-site event payments.

3.5.Finalise registration records and pack or store registration resources.

Evidence of the ability to complete tasks outlined in elements and performance criteria of this unit in the context of the job role, and:

coordinate on-site registrations for at least two different types of events as listed in the knowledge evidence, including undertaking each of the following:

prepare registration materials and equipment

set up registration area

process onsite attendee registrations

take payments

check registration details

provide event documentation

communicate event information to all attendees

resolve registration discrepancies

complete on-site registrations within commercial time constraints and customer deadlines.

Demonstrated knowledge required to complete the tasks outlined in elements and performance criteria of this unit:

types of events for which on-site registrations take place:

business and corporate

community

entertainment and leisure

exhibitions, expositions and fairs

festivals

fundraising

government and civic

marketing

meetings and conventions

sports

on-site registration processes for diverse event types

safety considerations for on-site registration areas:

adequate space for gathering or moving large numbers of people

adequate sun and weather protection

emergency exits

profile of registration area for arriving attendees

safe positioning

safety of electrical cables in registration area

access issues for on-site registration areas, especially those associated with gathering or moving large numbers of people

different types of operations systems, and software programs used to process on-site event registrations

attendee information required to provide on-site event documentation and admission

different formats for, inclusions, and uses of:

event registration reports

registration materials required to process on-site event registrations

financial administration documents for attendee payments

event attendance documents

for specific organisation and event:

agreements with venue or site for registration set-up

features of event program, schedules, inclusions and specific costs

procedures for processing on-site registrations.

Skills must be demonstrated in an operational events business or activity where event registrations are coordinated. This can be:

an industry workplace

a simulated event set up for the purpose of skills assessment.

Assessment must ensure access to:

venues or sites where events are operated with a designated on-site registration area

industry current technology and software for processing on-site event registrations

industry current templates for:

attendee lists

financial administration of on-site event payments

registration reports

event registration documentation:

attendance lists per session, site, venue or table

event programs

event schedules

inclusions and costs

name lists

payment status

special requests

venue or site agreements

organisational procedures for processing on-site registrations

registration equipment and materials:

attendee kits

cash float

computer

display stands

event program and running sheet

lanyards

name badge or identification documents

promotional display materials

receipts

service vouchers

signage

site maps

stationery

tickets

venue or site personnel with whom the individual can interact

industryrealistic ratios of registration staff to attendees; these can be:

those in an industry workplace who are assisted by the individual during the assessment process; or

individuals who participate in role plays or simulated activities, set up for the purpose of assessment, in a simulated industry environment operated within a training organisation.

Assessors must satisfy the Standards for Registered Training Organisations’ requirements for assessors; and:

have worked in industry for at least three years where they have applied the skills and knowledge of this unit of competency.
Copy and paste from the following performance criteria to create an observation checklist for each task. When you have finished writing your assessment tool every one of these must have been addressed, preferably several times in a variety of contexts. To ensure this occurs download the assessment matrix for the unit; enter each assessment task as a column header and place check marks against each performance criteria that task addresses.

Observation Checklist

Tasks to be observed according to workplace/college/TAFE policy and procedures, relevant legislation and Codes of Practice Yes No Comments/feedback
Prepare and check all registration materials and equipment prior to event. 
Source and prepare appropriate resources to address on-site contingencies. 
Minimise use of printed materials and maximise use of electronic documents to reduce waste. 
Check and reconfirm arrangements for venue or site access and registration set-up. 
Establish contact with venue or site personnel to facilitate effective communication during event. 
Complete site inspection to establish familiarity with event venue or site. 
Locate and check registration set-up against prearranged agreements. 
Identify registration area safety and access issues and resolve with venue or site personnel. 
Check efficiency and working order of registration equipment and resolve or report deficiencies. 
Welcome attendees and provide information on venue and event features. 
Check attendee registration details and provide event documentation and admission according to organisational procedures and event deadlines. 
Identify, record and resolve registration discrepancies according to individual responsibility and organisational procedures. 
Process on-site event payments. 
Finalise registration records and pack or store registration resources. 

Forms

Assessment Cover Sheet

SITEEVT003 - Coordinate on-site event registrations
Assessment task 1: [title]

Student name:

Student ID:

I declare that the assessment tasks submitted for this unit are my own work.

Student signature:

Result: Competent Not yet competent

Feedback to student

 

 

 

 

 

 

 

 

Assessor name:

Signature:

Date:

Assessment Record Sheet

SITEEVT003 - Coordinate on-site event registrations

Student name:

Student ID:

Assessment task 1: [title] Result: Competent Not yet competent

(add lines for each task)

Feedback to student:

 

 

 

 

 

 

 

 

Overall assessment result: Competent Not yet competent

Assessor name:

Signature:

Date:

Student signature:

Date: