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Elements and Performance Criteria

1. Finalise event preparations.
   • 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 event.
   • Minimise use of printed materials and maximise electronic transmission of documents to reduce waste.
2. Oversee event set-up.
   • 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 deficiencies and discrepancies and take prompt action to resolve.
   • Conduct final briefing on event operational details, including communication and control mechanisms.
3. Monitor event operation.
   • 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.
4. Oversee event break-down.
   • 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.
5. Evaluate operational success of event.
   • 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.

Performance Evidence

Evidence of the ability to complete tasks outlined in elements and performance criteria of this unit in the context of the job role, and:

manage on-site event operations for at least one event type listed in the knowledge evidence with multiple operational components, overseeing event:

set-up

operation

break-down

develop comprehensive plans, procedures and operational documentation for staging at above event

conduct event briefings prior to and following the above event

liaise and consult with contractors and other relevant personnel during event finalisation, operation and break-down to ensure service agreements are met and potential risks are mitigated

manage on-site event operations in live time where commercially realistic time pressures and constraints play a key factor.

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Knowledge Evidence

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

types of events:

business and corporate

entertainment and leisure

exhibitions, expositions and fairs

festivals

fundraising

government and civic

marketing

meetings and conventions

sports

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

personnel and others involved in the operation of an event:

clients

contractors

event operations team

exhibitors

merchandisers

organising committee

sponsors

suppliers

venue coordinators or duty managers

volunteers

roles, responsibilities, 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 two-way communication equipment used to facilitate communication between event personnel

techniques for managing stress and time during operation of events

types of event contractors:

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

venue coordinators or duty managers

key features and functions of event staging products and services:

catering

displays, stands and signage

exhibitor services

security

talent

technical equipment and services:

audiovisual

lighting

rigging

sets

sound

special effects

stage design

venue or site:

furniture

layouts

registration areas and equipment

styling

styles used in venue room set-up and their different purposes:

banquet

classroom

cabaret

theatre

u shape

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

briefing papers

running sheets for delivery of event

registration reports

layout plan for venue or site

event service agreements

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

reducing impacts on the lifestyle of neighbouring residents

maintaining natural and cultural integrity

recycling and disposing of 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

control measures to mitigate risk for:

attendees

contract staff

personnel

volunteers

components of event break-down:

correctly removing 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.

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