Assessor Resource

SITXEVT503
Manage event staging components

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 may work in event management companies, in event venues, or in organisations that organise their own events.

The unit does not cover the high levels of technical expertise required to provide individual specialist services, including catering, technical, creative and sporting. The unit is also distinct from staging specialisation units that apply to staging technicians and stage managers in the entertainment industry.

This unit describes the performance outcomes, skills and knowledge required to analyse event staging requirements and organise and monitor different staging services and products. It requires the ability to use advanced planning, organisation and communication skills combined with a detailed knowledge of the event management process and broad understanding of specialist component services.

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:

manage staging requirements for events involving:

comprehensive event plans

dedicated event budgets

formal communications plans

multiple operational components

an event operations team

a wide range of stakeholders

source, organise and coordinate staging contractors for multiple and diverse events

liaise with contractors and other stakeholders during the event organisation process

integrate knowledge of:

event staging products and services

requirements for contractor briefing and specification documents.

Context of and specific resources for assessment

Assessment must ensure use of:

actual events for which staging is organised. 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 an 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

comprehensive event plans

dedicated event budgets for diverse event components

formal communications plans

current industry documentation and publications relating to staging products and services

multiple contractors with whom the individual can interact.

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:

evaluation of the staging of an event managed by the individual through attendance at the event

review of documentation used to manage staging contractors prepared by the individual

questioning of contractors to assess the organisational skills of the individual

use of case studies to assess ability to determine staging requirements for different events

oral or written questioning to assess knowledge of key staging services and relevant terminology

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:

SITXEVT502 Select event venues and sites

SITXEVT504 Organise event infrastructure

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 and negotiation skills to:

conduct negotiations for the supply of products and services

manage relationships with staging contractors

critical thinking skills to analyse complex event requirements and make assessments about most appropriate staging options

learning skills to maintain and expand knowledge of staging services

initiative and enterprise skills to pro-actively identify potential for innovative approaches

literacy skills to:

interpret complex event documentation

develop contractor specifications

numeracy skills to:

evaluate event budgets

assess contractor quotations and negotiate costs

planning and organising skills to:

organise and monitor event requirements across multiple areas of staging

integrate potentially competing operational and management requirements

problem-solving skills to:

monitor progress and develop responses to potentially complex operational problems

self-management skills to take responsibility for the complete contractor management process.

Required knowledge

roles and responsibilities of organisations involved in event staging

suppliers of staging products and services

sources of information on staging services and products

product and service terminology, features and options, current technology and risk considerations in key areas of staging, including:

catering

displays, stands and signage

exhibitor services

security

talent:

entertainers

speakers

technical equipment and services:

audio-visual

lighting

sets

sound

stage design

rigging

special effects

venue or site requirements:

furniture

layouts for different event types

registration areas and equipment

styling

regulatory considerations for organising event staging:

contractor licensing

food safety

safety

sustainability considerations for organising event staging:

types of products used

credentials of contractors

typical problems that occur in event contractor management, and ways to avoid or manage these

key inclusions for contractor briefing and specification documents.

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.

Key stakeholdersmay include:

attendees:

audience

delegates

guests

participants

clients

contractors

emergency services

host organisation

regulatory authorities

sponsors

suppliers.

Specifications may relate to:

performance standards

price

sustainability

technical specifications

themerelated requirements

timelines

regulatory requirements.

Staging adjustmentsmay relate to:

budget

capacity of supplier to deliver quality outcome

changes in numbers

unexpected difficulties with staging components.

Evaluation criteriamay relate to:

communication

contingency management

operational efficiency

profitability

resource efficiency

success in meeting event objectives

stakeholder feedback.

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
Analyse event staging requirements based on detailed review of the proposed event. 
Develop an accurate summary of staging requirements for each event component in consultation with key stakeholders. 
Develop a work schedule to address staging requirements identifying key activities, interrelationships and timelines. 
Incorporate regulatory, safety, risk and sustainability issues into planning processes. 
Identify and source contractors according to work schedule. 
Provide accurate and complete staging specifications detailing contractor requirements. 
Obtain complete and timely quotations for the provision of products and services. 
Evaluate quotations against specifications and other relevant quality criteria. 
Conduct negotiations and select contractors using product and service knowledge to make informed decisions. 
Confirm agreements with contractors in writing to include details and costs of all services. 
Monitor event preparations through ongoing liaison with contractors and other stakeholders. 
Evaluate work completed against event requirements and schedules, and take appropriate action to address delays or other problems. 
Assess the need for staging adjustments to maintain event quality and integrity. 
Negotiate and confirm required changes. 
Obtain feedback from stakeholders according to predetermined evaluation criteria. 
Evaluate staging components in terms of operational efficiency and service quality. 
Use information to enhance future event planning. 

Forms

Assessment Cover Sheet

SITXEVT503 - Manage event staging components
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

SITXEVT503 - Manage event staging components

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: