SITXEVT401 - Plan in-house events or functions assessment tool

Assessor Resource

SITXEVT401
Plan in-house events or functions

Assessment tool

Version 1.0
Issue Date: April 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 coordinators who operate independently, and are responsible for making a range of operational decisions. They work in commercial event or function venues such as hotels, clubs, theatres, function, convention and exhibition centres.

This unit describes the performance outcomes, skills and knowledge required to plan the delivery of events or functions within a commercial venue. It requires the ability to identify the customer’s operational needs and preferences, prepare and confirm event proposals and finalise operational documents for the delivery of events.

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: plan in-house events or functions involving: comprehensive event plans multiple operational components an event operations team plan the delivery of multiple events or functions within a venue to meet the operational requirements of diverse customers prepare and present accurate and comprehensive event proposals, customer and operational documents for events liaise with internal personnel and external suppliers to facilitate effective event planning and book their services integrate knowledge of: purpose and format for different types of events and functions staged in commercial venues key features and functions of event staging products and services venue features and capacity to service different types of events formats for and inclusions of event documentation plan events and issue documents within commercial time constraints and event deadlines.
Context of and specific resources for assessment	Assessment must ensure use of: actual events or functions which are planned for and delivered within a venue. Events may be created for the specific purpose of skills assessment, but must still meet the requirements outlined under Critical aspects of assessment, and have commercial, community or business relevance. Small personal events are not appropriate as a means of assessing a individual’s skills and knowledge venues and sites where events are operated; 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 customers with whom the individual can interact internal personnel and external suppliers with whom the individual can interact a computerised operations system currently used in the events industry to administer event planning functions current and comprehensive event venue information: product information within sales kits, brochures, product manuals, information kits or information databases site specifications, operational and capacity information technical production and staging specifications industry current template documents for: event proposals event documentation issued to customers including booking conditions, confirmation letters, contracts and invoices event operational documentation including event orders floor plans procedures for preparing proposals.
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: direct observation, using role plays, of the individual: interacting with customers to elicit information on their event requirements interacting with internal venue staff and external suppliers to facilitate effective event planning evaluation of documents prepared by the individual: event proposals event documentation issued to customers including booking conditions, confirmation letters, contracts and invoices event operational documentation including event orders case studies and problem-solving exercises to allow the individual to analyse and respond to service difficulties for different event staging options and event impacts for different types of events written or oral questioning to assess knowledge of: purpose and format for different types of events and functions staged in commercial venues key features and functions of event staging products and services venue features and capacity to service different types of events formats for and inclusions of event documentation 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: BSBWRT401A Write complex documents SITTTSL303 Sell tourism products and services SITTTSL304 Prepare quotations SITTTSL306 Book supplier services SITXCCS401 Enhance the customer service experience SITXEVT505 Manage on-site event operations.

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 consult and liaise on event requirements with customers, internal personnel and external suppliers

critical thinking skills to analyse event staging requirements and consider and determine practicality of various options

initiative and enterprise skills to:

develop and explore a range of ideas for event concepts, themes and formats

pursue additional sales opportunities to enhance event profitability

learning skills to seek and assimilate new knowledge of event staging options from external suppliers

literacy skills to:

read and interpret unfamiliar and detailed product and technical information from event staging supply organisations

research new product and service options for event staging

write complex and detailed, yet easily accessible event operational documents

numeracy skills to:

calculate the number of products and services required for the event or function

calculate timings for the delivery of the event

planning and organising skills to access and sort all information required for event proposals and plans and to write and submit them within designated deadlines

problem-solving skills to:

anticipate and analyse service difficulties for options proposed and to resolve or abandon ideas before submitting proposals

identify event impacts and organise services to minimise these

self-management skills to take responsibility for development of event proposals and plans

teamwork skills to consult with internal personnel and external suppliers to facilitate effective event planning

technology skills to use event industry computerised operations systems and word processing, presentation and spread sheet software packages.

Required knowledge

characteristics of different types of events and functions staged in commercial venues:

purpose and format

roles and responsibilities of different corporate clients, family members and officials

event running order

entertainment and speeches

service order and timing for food and beverage items to complement event or function activities

key features and functions of event staging products and services including:

catering

displays, stands and signage

exhibitor services

security

talent:

entertainers

speakers

technical equipment and services:

audio-visual

lighting

rigging

sets

sound

special effects

stage design

venue or site:

furniture

layouts

registration areas and equipment

styling

a range of styles for setting up venue rooms and their different purposes including:

banquet

classroom

conference

theatre

u shape

a range of formats for, inclusions and uses of:

event proposals

event documentation issued to customers including booking conditions, confirmation letters, contracts and invoices

event operational documentation including event orders

floor plans

menus

key environmental and social impacts of event delivery and minimal impact procedures to reduce these including:

lifestyle of neighbouring residents

recycling and disposal of all waste, especially hazardous substances

safety for crowds and the movement of large numbers of attendees

use of energy, water and other resources during event setup, operation and break-down

for the specific organisation:

comprehensive product knowledge of venue features and capacity to service different types of events

procedures and deadlines for preparing proposals and booking internal and external event services

role of different venue personnel in the event management process.

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.
Event or function may include:	balls banquets business and corporate entertainment and leisure exhibitions, expositions and fairs festivals fundraising government and civic industry and other awards presentations marketing meetings and conventions parties religious celebrations social sports wakes weddings.
Customer may include:	business to business committees corporate event management companies government the media retail.
Operational needs and preferences may relate to:	accommodation budget entertainment floor plans date decorations floral products food and beverage format, style and duration event program menu type link between food service and other aspects of the event, such as speeches numbers of attendees on-site registration of attendees security set up of: client displays and livery exhibitor or sponsor stands merchandising stands seating tables style of service styling of the venue technical equipment theming timing of service.
Options and ideasmay relate to:	additional technical services different approaches to use of space incorporating theming refining or adjusting catering options styling the venue using additional parts of the venue.
Event documentationmay include:	access and security details booking conditions car parking facilities confirmation letters contracts floor plans invoices menus safety information.
Event componentsmay include:	accommodation contract staff entertainment decorations floral products food and beverage internal service staff interpreters security speakers technical equipment and services: audio-visual pyrotechnics rigging sound and lighting special effects stage design and construction venue styling.
Venue departmentsmay include:	environmental services exhibition operations food and beverage front of house kitchen operations linen services production services security technical services.
Operational documentationmay include:	briefing papers emergency phone contacts layout plan for venue or site program registration reports: attendance lists per session, site, venue or table name lists special requests running sheet schedules service vouchers signage site maps.
Event briefings may:	be: facetoface in writing on telephone involve clarification of: access times for service personnel, client and attendees client expectations client role in event management event program and scheduled time for activities hierarchy of responsibility for instructions, controls and resolution of problems during event operation procedures for event staging regulatory compliance and roles and responsibilities of individual team members roles and responsibilities of internal staff, contractors and volunteers service expectations staffing rosters work health and safety.

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
Discuss and clarify purpose and scope of event or function with customer.
Liaise with customer to determine specific operational needs, preferences and budget for event.
Conduct customer site inspection as required.
Hold ongoing discussions about event plans to satisfy all customer requirements and service expectations.
Analyse and document event staging requirements based on detailed review of customer brief.
Identify and pursue additional sales opportunities to ensure maximum event profitability.
Develop options and ideas on event concept, theme and format for inclusion in event proposal.
Verify the operational and service practicality of proposal through consultation with colleagues and suppliers.
Present proposal including accurate information on costs and range and style of products and services.
Negotiate and agree to final event details.
Prepare and issue relevant event documentation to customer and update as changes occur.
Liaise with internal personnel and external suppliers to facilitate effective event planning.
Identify environmental and social impacts and ensure services are organised to minimise these.
Identify event components and create a schedule to facilitate event service bookings.
Issue event orders to venue departments and external suppliers according to event deadlines and update as changes occur.
Prepare and distribute operational documentation to internal personnel and suppliers according to organisational procedures.
Develop and provide event briefings to relevant operations personnel in advance of the event.
Minimise use of printed materials and maximise electronic transmission of documents to reduce waste.
Prepare final customer invoices and check and authorise payment of supplier invoices.
Obtain feedback from customers and seek input from personnel and contractors on event operations.
Reflect on and evaluate operational problems.
Use all information to enhance future event planning activities.

Forms

Assessment Cover Sheet

SITXEVT401 - Plan in-house events or functions

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

SITXEVT401 - Plan in-house events or functions

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:

Assessor Resource

SITXEVT401 Plan in-house events or functionsAssessment tool

Version 1.0 Issue Date: April 2024

Prerequisites

Employability Skills

Evidence Required

Submission Requirements

Assessment Tasks

Observation Checklist

Forms

Assessment Cover Sheet

SITXEVT401 - Plan in-house events or functions

Assessment task 1: [title]

Assessment Record Sheet

SITXEVT401 - Plan in-house events or functions

SITXEVT401
Plan in-house events or functions

Assessment tool

Version 1.0
Issue Date: April 2024