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Elements and Performance Criteria

  1. Finalise event preparations.
  2. Oversee event set up.
  3. Monitor event operation.
  4. Oversee event break down.
  5. Evaluate operational success of event.

Required Skills

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 onsite supply of contracted services

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

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

problemsolving 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

selfmanagement skills to take responsibility for the finalisation of event plans and onsite 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 onsite staging problems

technology skills to use calculators computers software programs and printers for processing event documentation and twoway communication equipment for onsite 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

onsite event manager

features and functions of a range of twoway 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

audiovisual

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 onsite 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

Evidence Required

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 onsite 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 onsite 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 onsite 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 onsite 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 individuals 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

twoway communication equipment for onsite management

comprehensive event plans

dedicated event budgets

industry current template documents

documents used to manage onsite 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 preevent 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 the operational efficiency and service quality at an event sitemanaged by the individual

evaluation of reports prepared by the individual on the onsite 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 onsite event logistics

briefing papers and running sheets for delivery of event

case studies and problemsolving 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

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

BSBWRTA Write complex documents

BSBWRT401A Write complex documents

SITXCCS Manage quality customer service

SITXMGT Monitor work operations

SITXWHS Identify hazards assess and control safety risks


Range Statement

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.