Assessor Resource

SITXEVT303
Coordinate on-site event registrations

Assessment tool

Version 1.0
Issue Date: March 2024


Events are diverse in nature and this unit is relevant to any type of event coordinated in any industry context, including the tourism, hospitality, sport, cultural and community sectors.

This unit 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 which organise their own events.

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’s registration details before admission.

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

Prerequisites

Not applicable.


Employability Skills

This unit contains employability skills.




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.

The evidence guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.

Overview of assessment

Critical aspects for assessment and evidence required to demonstrate competency in this unit

Evidence of the ability to:

prepare registration materials and equipment and process onsite attendee registrations for multiple events

check registration details and provide event documentation for multiple and diverse attendees

identify and resolve registration discrepancies

integrate knowledge of:

event programs and costs

formats for registration reports and attendee documents

procedures for processing on-site registrations

safety and access issues for on-site registration areas

process on-site event registrations with speed and efficiency and within event deadlines.

Context of and specific resources for assessment

Assessment must ensure use of:

actual events for which on-site event registrations are coordinated. Events may be created for the specific purpose of skills assessment, but must have commercial, community or business relevance. Small personal events are not appropriate as a means of assessing an individual’s skills and knowledge

venues and sites where events are operated with a designated on-site registration area; these can be:

real event venues and sites

event venues and sites operated within a training organisation such as auditoria, exhibition areas, conference rooms, restaurants and sporting facilities where real events are staged

industryrealistic ratios of registration staff to attendees

industry current computer systems and software programs for processing on-site event registrations

comprehensive event programs, schedules, inclusions and costs

industry current template documents for:

registration reports

attendee documents

financial administration of on-site event payments

procedures for processing on-site registrations.

Method of assessment

A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit:

activities that allow assessment of the individual’s ability to prepare registration materials and equipment and process onsite attendee registrations for different events and for varying attendee requirements

review of materials prepared by the individual in advance of the event:

attendee documents

registration reports

direct observation of the individual using the various features of a computerised event registration system to process a series of on-site registrations

direct observation, using role plays, of the individual:

interacting with venue staff to set up the registration area and resolve safety issues

interacting with attendees to check registration details and provide event documentation

problem-solving exercises to allow the individual to respond to on-site registration discrepancies and safety issues

written or oral questioning to assess knowledge of:

event programs and costs

formats for registration reports and attendee documents

procedures for processing on-site registrations

safety and access issues for on-site registration areas

review of portfolios of evidence and thirdparty workplace reports of onthejob performance by the individual.

Guidance information for assessment

The assessor should design integrated assessment activities to holistically assess this unit with other units relevant to the industry sector, organisation and job role, for example:

SITTTSL308 Use a computerised reservations or operations system

SITXCCS303 Provide service to customers

SITXFIN201 Process financial transactions.


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.

Required skills

communication skills to:

liaise with venue or site personnel on registration set up

interact with attendees in a polite, professional and friendly manner

respond to attendees with diverse and special needs and expectations

literacy skills to:

read and interpret documents detailing name, payment status and booking details for attendees; complex registration reports, event programs and costs

write and input accurate customer and event operational details; customer notes and receipts

numeracy skills to:

interpret payment details for registrations and calculate any under or over payments

calculate costs for on-site event payments

planning and organising skills to:

prepare and check a diverse range of registration materials and equipment in advance of the event

coordinate the set up of the registration area for operational efficiency

problem-solving skills to identify, resolve or report:

registration area safety issues

deficiencies with registration equipment

attendee registration discrepancies

self-management skills to manage own speed, timing and productivity for processing on-site registrations

teamwork skills to:

work with venue or site personnel for smooth service delivery to attendees

provide feedback on registration procedures and suggest improvements

technology skills to use calculators, computers, software programs and printers for processing event registrations.

Required knowledge

reasons for and a range of on-site registration processes for diverse event types

safety and access issues for on-site registration areas especially those associated with the gathering or movement of large numbers of people

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

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

a range of 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 the specific organisation and event:

agreements with the venue or site for registration set up

features of event program, schedules, inclusions and specific costs

procedures for processing on-site registrations.

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.

Registration materials and equipment may include:

attendee:

kits

lanyards

lists

name badge or identification documents

receipts

service vouchers

tickets

cash float

computer

display stands

event:

program

running sheet

promotional display materials

registration reports:

attendance lists per session, site, venue or table

name lists

payment status

special requests

signage

site maps

stationery.

Event may include:

business and corporate

entertainment and leisure

exhibitions, expositions and fairs

festivals

fundraising

government and civic

marketing

meetings and conventions

social

sports.

Resourcesmay include:

emergency phone contacts

spare supplies

venue or site agreements.

Prearranged agreementsmay relate to:

access

location of registration area

nature and quantity of furniture and other equipment

signage.

Safety and access issues may involve:

adequate space for flow of people

adequate sun and weather protection

emergency exits

profile of registration area for arriving attendees

safe positioning of registration area

safety of electrical cables in registration area.

Attendee registration detailsmay include:

accommodation details

address

details of pre-booked sessions

full name and title

medical information

payment status

contact details

special requests

seating

travel and touring arrangements.

Registration discrepanciesmay include:

incorrect:

accommodation, travel and touring arrangements

names and/or titles

contact details

payment status

prebooked sessions

seating

noshows

omission of special requests

unexpected onsite registrations.

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. 
Identify 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. 
Locate and check registration set up against prearranged agreements. 
Identify registration area safety and access issues and resolve with venue or site personnel. 
Complete site inspection to establish familiarity with event venue or site. 
Check efficiency and working order of registration equipment and resolve or report any deficiencies. 
Welcome attendees and provide accurate and relevant 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. 
Accurately finalise registration records and pack or store registration resources. 
Provide ongoing internal feedback on registration procedures and suggest improvements. 

Forms

Assessment Cover Sheet

SITXEVT303 - 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

SITXEVT303 - 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: