SITXEVT505 - Manage on-site event operations assessment tool

Assessor Resource

SITXEVT505
Manage on-site event operations

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 and managers as well as venue duty, front of house and operations managers 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 which organise their own events.

This unit describes the performance outcomes, skills and knowledge required to manage on-site operational activities for the staging of events. It requires the ability to finalise operational plans, oversee event set up, execution and break down and evaluate the operational success 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: manage on-site event operations for events involving: comprehensive event plans dedicated event budgets formal communications plans multiple operational components an event operations team a wide range of stakeholders efficiently manage on-site operations of multiple and diverse events including overseeing event set up, operation and break down develop accurate and comprehensive plans, procedures and operational documentation for staging events integrate knowledge of: purpose, format and running order for different types of events key features and functions of event staging products and services roles and responsibilities of different personnel in event staging formats for and inclusions of event documentation manage on-site events in live time where commercially realistic time pressures and constraints play a key factor.
Context of and specific resources for assessment	Assessment must ensure use of: actual events for which on-site event operations are managed. 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 customers with whom the individual can interact internal event team members, venue personnel and external contractors with whom the individual can interact computers, software programs and printers currently used by the events industry to prepare event documentation two-way communication equipment for on-site management comprehensive event plans dedicated event budgets industry current template documents: documents used to manage on-site event logistics including plans, procedures briefing papers, running sheets event, registration reports and layout plans for venues or sites event service agreements.
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: providing pre-event briefing to event personnel interacting with internal venue staff and external contractors to facilitate effective event delivery evaluation of the operational efficiency and service quality at an event sitemanaged by the individual evaluation of reports prepared by the individual on the on-site event management process, including the issues and challenges associated with delivering effective outcomes review of documents prepared by the individual: operational plans and procedures used to manage on-site event logistics briefing papers and running sheets for delivery of event case studies and problem-solving exercises to allow the individual to analyse and respond to different staging deficiencies and discrepancies written or oral questioning to assess knowledge of: purpose, format and running order for different types of events key features and functions of event staging products and services roles and responsibilities of different personnel in the event staging process 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 SITXCCS501 Manage quality customer service SITXMGT401 Monitor work operations SITXWHS301 Identify hazards, assess and control safety risks.

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:

provide clear and accurate verbal briefings to event team and contractors about operational details of event staging

liaise with clients to ensure satisfaction with service delivery

provide precise instructions to event team members and contractors throughout the operation of the event

negotiate solutions and provide clear instructions when problems arise

critical thinking skills to:

analyse event requirements and develop plans and procedures to facilitate effective event staging

quickly evaluate problems as they arise and determine solutions

evaluate feedback from clients and event personnel and use to benefit future events

literacy skills to:

read and interpret complex event planning documentation

write complex and detailed, yet easily accessible, event operational documents

numeracy skills to:

interpret event budgets and event service agreement costings to ascertain correct on-site supply of contracted services

work quickly and accurately with budget figures to calculate effect on event profitability when resolving on-site problems

planning and organising skills to collate event staging documentation and finalise all operational aspects of event within designated deadlines

problem-solving skills to:

identify operational problems as they arise, make quick evaluations and resolve all issues immediately

negotiate solutions with clients, internal and external personnel under pressure where time constraints play a key factor

self-management skills to take responsibility for the finalisation of event plans and on-site coordination of the delivery of the event

teamwork skills to:

lead a team of event staging personnel and external contractors to effectively deliver events

consult with team members and take account of suggested solutions to on-site staging problems

technology skills to use calculators, computers, software programs and printers for processing event documentation and two-way communication equipment for on-site management.

Required knowledge

characteristics of different types of events; their purpose, format and running order

roles and responsibilities and hierarchy of controls and reporting, for event staging, of:

corporate clients

internal event team members, venue personnel and external contractors

on-site event manager

features and functions of a range of two-way communication equipment used to facilitate communication between event personnel

techniques for managing stress and time during operation of events

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:

operational plans and procedures used to manage on-site event logistics

event documentation issued to operational personnel and contractors including, briefing papers, running sheets for delivery of event, registration reports and layout plan for venue or site

event service agreements

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

lifestyle of neighbouring residents

maintenance of natural and cultural integrity

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 set up, operation and break down.

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 may include:	business and corporate entertainment and leisure exhibitions, expositions and fairs festivals fundraising government and civic marketing meetings and conventions social sports.
Plans and proceduresmay be developed to manage:	bump-in and bump-out of: client displays and livery exhibitor or sponsor stands merchandising stands on-site registration area seating tables technical equipment and services venue styling communication channels with and between: clients event operational team exhibitors organising committee sponsors suppliers volunteers crowd control hazard identification and risk assessment minimal impacts on lifestyle of local residents on-site registrations record keeping and reporting recycling and correct and environmentally sound disposal practices for waste regulatory requirements roles and responsibilities of internal staff, contractors and volunteers reporting structures for resolution of problems risk to and control measures for: attendees contract staff local community personnel site and environment volunteers security storage facilities for client and outside contractors use of energy, water and other resources during event set up, operation and break down transportation and timelines work health and safety.
Operational documentation may include:	briefing papers contact numbers for: contractors emergency services copies of agreements with: contractors clients event program and scheduled time for activities event orders itemised lists of resources, suppliers and costs layout plan for venue or site plans and procedures registration reports: attendance lists per session, site, venue or table name lists special requests running sheet for delivery of event service vouchers signage site maps staffing rosters.
Relevant personnel may include:	clients contractors event operational team exhibitors internal personnel merchandisers organising committee sponsors suppliers venue coordinators or duty managers volunteers.
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.
Contractors may include:	caterers display suppliers entertainers food and beverage personnel florists equipment hire companies registration and ticket sales specialist companies security personnel speakers and facilitators suppliers of technical equipment and services: audio-visual pyrotechnics rigging sound and lighting special effects stage design and construction venue styling venue coordinators or duty managers.
Deficiencies and discrepanciesmay include:	client dissatisfaction delays faulty or unavailable technical equipment inadequate supplies incorrect set up of: client displays and livery exhibitor or sponsor stands merchandising stands on-site registration area seating tables technical equipment and services venue styling inappropriate space for on-site registration areas inappropriate management of risk to personnel, participants and the site environment lack of equipment to manage displays and signage nonarrival of key talent or speakers non-compliance with environmental and social sustainability practices non-compliance with legislative requirements and local council requirements shortage of or incorrect food and beverage staff shortages.
Communication and control mechanismsmay include:	guidelines on hierarchy of control and reporting lines during the event operational procedures regularity of updates to: clients event managers.
Event break downmay involve:	correct removal of infrastructure and facilities to ensure site is left in good condition debriefing participants, exhibitors and contractors directing event team member participation liaising with venue and site personnel overseeing recycling and environmentally sound disposal of waste packing and removing items.

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
Check final arrangements for event and address any discrepancies or outstanding matters.
Analyse event requirements and develop plans and procedures for event staging.
Prepare and collate operational documentation to facilitate effective on-site management and distribute to relevant personnel.
Develop and provide event briefings to relevant personnel in advance of the event.
Minimise use of printed materials and maximise electronic transmission of documents to reduce waste.
Establish on-site contact with contractors and reconfirm all requirements.
Assess all aspects of event set up against prearranged service agreements and check for safety and ease of attendee access.
Identify any deficiencies and discrepancies and take prompt action to resolve.
Conduct final briefing on event operational details including communication and control mechanisms.
Monitor event operation through observation and communication with relevant personnel to ensure effective delivery of services.
Identify and quickly evaluate operational problems as they arise and take prompt action to resolve.
Monitor compliance with environmental and social sustainability procedures to ensure minimal impacts.
Liaise with client throughout event to ensure satisfaction with service delivery and make necessary adjustments.
Ensure event break down is completed according to agreements.
Check and sign invoices according to contractor agreements.
Debrief relevant personnel to improve future event service delivery.
Obtain feedback from customers and seek input from personnel and contractors on event operations.
Reflect on and evaluate operational problems.
Provide recommendations for improvements to future event management practices.

Forms

Assessment Cover Sheet

SITXEVT505 - Manage on-site event operations

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

SITXEVT505 - Manage on-site event operations

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

SITXEVT505 Manage on-site event operationsAssessment tool

Version 1.0 Issue Date: April 2024

Prerequisites

Employability Skills

Evidence Required

Submission Requirements

Assessment Tasks

Observation Checklist

Forms

Assessment Cover Sheet

SITXEVT505 - Manage on-site event operations

Assessment task 1: [title]

Assessment Record Sheet

SITXEVT505 - Manage on-site event operations

SITXEVT505
Manage on-site event operations

Assessment tool

Version 1.0
Issue Date: April 2024