Assessor Resource

SITEEVT021
Administer event registrations

Assessment tool

Version 1.0
Issue Date: May 2024


This unit describes the performance outcomes, skills and knowledge required to process attendee registrations for events and administer them through to finalisation, and to prepare event registration materials and set-up and process on-site event registrations.

This unit is relevant to events 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.

The skills in this unit of competency must be applied in accordance with Commonwealth and State/Territory legislation, Australian standards and industry codes of practice.

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

PERFORMANCECRITERIA

Elements describe the essential outcomes

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

1. Process and update registrations.

1.1. Interpret and accurately process event registrations according to organisational procedures and timelines.

1.2. Identify, collect and process missing client information within appropriate timelines.

1.3. Offer alternatives for unavailable registrations or provide information on waitlist options.

1.4. Answer client enquiries about costs and other event details.

1.5. Record client details and financial status of registrations using relevant systems and technology.

1.6. Accept, process and record requests for amendments or cancellations.

1.7. Provide details of amendment or cancellation conditions and charges and confirm client understanding.

1.8. File event registrations according to organisational procedures.

2. Monitor and report on registrations.

2.1. Check and finalise event registration details within designated timelines.

2.2. Monitor registrations and generate registration reports for relevant personnel.

2.3. Identify and report on potential attendance issues emerging from registration information.

2.4. Prepare and issue client documentation, checking for accuracy and amending as required, within designated timeframes.

2.5. Generate and distribute final registration reports in agreed formats and styles according to organisational procedures and timelines.

3. Prepare event registration materials.

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

3.2. Source and prepare required resources to address contingencies.

3.3. Check and reconfirm arrangements for event access.

4. Set up on-site registration area.

4.1. Establish contact with venue or site personnel and conduct site inspection, to establish familiarity and facilitate effective communication during event.

4.2. Locate and check registration set-up against pre-arranged agreements, ensuring traffic management is considered and optimised.

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

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

5. Process on-site registrations.

5.1. Check attendee registration details and provide event information and admission according to organisational procedures and event deadlines.

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

5.3. Process on-site event payments.

5.4. Finalise and store registration records and 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:

process and administer registrations for six different attendees through to finalisation for at least two different types of events

produce registration reports for each of the above events on:

payment status

special needs or requests

demographics of attendees

attendance

tracking progress towards attendance forecasts

sources of registrations

coordinate registrations at event commencement for at least two different events, one of which must be a face-to-face event, including undertaking each of the following:

preparing registration materials and equipment

setting up registration and access

testing equipment functionality prior to event opening

processing attendee registrations

providing event information

resolving registration discrepancies

complete the above activities within commercial time constraints and deadlines.

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

operation systems and software programs used to process and monitor event registrations

information required to administer registrations

registration processes for different event types

event registration materials and resources required for:

face-to-face events

hybrid events

virtual events

features of event programs, schedules, inclusions and specific costs

formats for, inclusions, and uses of:

financial administration documents for payments

event attendance documents

event registration reports

procedures for processing payments:

generating and issuing invoices and credit notes for changed registrations

receiving and recording payments

considerations for on-site registration areas:

adequate space for gathering or moving large numbers of people

access and egress

adequate sun and weather protection

emergency exits

profile of registration area for arriving attendees

safe positioning

safety of electrical cables

agreements with venue or site for registration set-up

considerations for virtual events:

internet access and bandwidth

information sharing protocols

technical requirements for client and attendees

capacity of event platforms.

Skills must be demonstrated in:

an industry workplace; or

a simulated event set up for the purposes of assessment.

Assessment must ensure access to:

event registration documentation

registration equipment and materials

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

operational and capacity information for event venues and sites

organisational procedures for processing event registrations

industry current templates for:

attendee lists

financial administration of payments

registration reports

industry current technology and software for processing event registrations

event registrants and venue and site personnel with whom the individual can interact. These can be:

registrants 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

PERFORMANCECRITERIA

Elements describe the essential outcomes

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

1. Process and update registrations.

1.1. Interpret and accurately process event registrations according to organisational procedures and timelines.

1.2. Identify, collect and process missing client information within appropriate timelines.

1.3. Offer alternatives for unavailable registrations or provide information on waitlist options.

1.4. Answer client enquiries about costs and other event details.

1.5. Record client details and financial status of registrations using relevant systems and technology.

1.6. Accept, process and record requests for amendments or cancellations.

1.7. Provide details of amendment or cancellation conditions and charges and confirm client understanding.

1.8. File event registrations according to organisational procedures.

2. Monitor and report on registrations.

2.1. Check and finalise event registration details within designated timelines.

2.2. Monitor registrations and generate registration reports for relevant personnel.

2.3. Identify and report on potential attendance issues emerging from registration information.

2.4. Prepare and issue client documentation, checking for accuracy and amending as required, within designated timeframes.

2.5. Generate and distribute final registration reports in agreed formats and styles according to organisational procedures and timelines.

3. Prepare event registration materials.

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

3.2. Source and prepare required resources to address contingencies.

3.3. Check and reconfirm arrangements for event access.

4. Set up on-site registration area.

4.1. Establish contact with venue or site personnel and conduct site inspection, to establish familiarity and facilitate effective communication during event.

4.2. Locate and check registration set-up against pre-arranged agreements, ensuring traffic management is considered and optimised.

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

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

5. Process on-site registrations.

5.1. Check attendee registration details and provide event information and admission according to organisational procedures and event deadlines.

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

5.3. Process on-site event payments.

5.4. Finalise and store registration records and 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:

process and administer registrations for six different attendees through to finalisation for at least two different types of events

produce registration reports for each of the above events on:

payment status

special needs or requests

demographics of attendees

attendance

tracking progress towards attendance forecasts

sources of registrations

coordinate registrations at event commencement for at least two different events, one of which must be a face-to-face event, including undertaking each of the following:

preparing registration materials and equipment

setting up registration and access

testing equipment functionality prior to event opening

processing attendee registrations

providing event information

resolving registration discrepancies

complete the above activities within commercial time constraints and deadlines.

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

operation systems and software programs used to process and monitor event registrations

information required to administer registrations

registration processes for different event types

event registration materials and resources required for:

face-to-face events

hybrid events

virtual events

features of event programs, schedules, inclusions and specific costs

formats for, inclusions, and uses of:

financial administration documents for payments

event attendance documents

event registration reports

procedures for processing payments:

generating and issuing invoices and credit notes for changed registrations

receiving and recording payments

considerations for on-site registration areas:

adequate space for gathering or moving large numbers of people

access and egress

adequate sun and weather protection

emergency exits

profile of registration area for arriving attendees

safe positioning

safety of electrical cables

agreements with venue or site for registration set-up

considerations for virtual events:

internet access and bandwidth

information sharing protocols

technical requirements for client and attendees

capacity of event platforms.

Skills must be demonstrated in:

an industry workplace; or

a simulated event set up for the purposes of assessment.

Assessment must ensure access to:

event registration documentation

registration equipment and materials

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

operational and capacity information for event venues and sites

organisational procedures for processing event registrations

industry current templates for:

attendee lists

financial administration of payments

registration reports

industry current technology and software for processing event registrations

event registrants and venue and site personnel with whom the individual can interact. These can be:

registrants 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
Interpret and accurately process event registrations according to organisational procedures and timelines. 
Identify, collect and process missing client information within appropriate timelines. 
Offer alternatives for unavailable registrations or provide information on waitlist options. 
Answer client enquiries about costs and other event details. 
Record client details and financial status of registrations using relevant systems and technology. 
Accept, process and record requests for amendments or cancellations. 
Provide details of amendment or cancellation conditions and charges and confirm client understanding. 
File event registrations according to organisational procedures. 
Check and finalise event registration details within designated timelines. 
Monitor registrations and generate registration reports for relevant personnel. 
Identify and report on potential attendance issues emerging from registration information. 
Prepare and issue client documentation, checking for accuracy and amending as required, within designated timeframes. 
Generate and distribute final registration reports in agreed formats and styles according to organisational procedures and timelines. 
Prepare and check all registration materials and equipment prior to event. 
Source and prepare required resources to address contingencies. 
Check and reconfirm arrangements for event access. 
Establish contact with venue or site personnel and conduct site inspection, to establish familiarity and facilitate effective communication during event. 
Locate and check registration set-up against pre-arranged agreements, ensuring traffic management is considered and optimised. 
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. 
Check attendee registration details and provide event information 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 and store registration records and resources. 

Forms

Assessment Cover Sheet

SITEEVT021 - Administer 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

SITEEVT021 - Administer 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:

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