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Elements and Performance Criteria

1. Prepare for on-site management
   • Develop plans for on-site management in accordance with agreed procedures for the meeting or event.
   • Check final arrangements for all aspects of the meeting or event and attend to any discrepancies.
   • Create and collate materials to facilitate effective on-site management.
   • Provide an accurate briefing to operational staff and contractors prior to the meeting or event in an appropriate format including clarification of roles and responsibilities.
2. Oversee meeting/event set up
   • Establish contact with the nominated contractor personnel at the appropriate time and reconfirm and agree to all requirements.
   • Make and agree to any necessary adjustments with the contractor.
   • Check all aspects of the event or meeting set up against the pre- arranged agreements including: ; availability of all materials and equipment; room set ups; staging; technical equipment; display and signage; food and beverage arrangements; registration areas.
   • Check that all aspects of the venue space used and any equipment has been set up to allow for easy access, especially for those with disabilities, and to avoid risk of injury to guests, delegates and colleagues.
   • Identify any deficiencies and discrepancies and take prompt action to rectify the situation.
   • Brief any additional on-site staff on the full details of the meeting or event operation including communication and control mechanisms.
3. Monitor meeting/event operation
   • Monitor sessions and activities throughout the meeting or event through observation and appropriate reporting processes.
   • Identify any problems as they arise and take prompt action to resolve the situation.
   • Identify any additional requirements and promptly organise them.
   • Liaise with the customer throughout the meeting or event to ensure it is progressing to his/her satisfaction.
   • Liaise with all contractors on an ongoing basis to ensure effective delivery of services.
4. Oversee meeting/event breakdown
   • Oversee the break down of the meeting or event to ensure it is completed in accordance with agreements.
   • Co ordinate the packing and removal of all materials and equipment in accordance with pre-arranged details.
   • Check the venue to ensure items and belongings are not left behind.
   • De brief with contractors if it is necessary to discuss any difficulties or suggestions for future improvements.
   • Check and sign accounts in accordance with contractor agreements.
   • Note any outstanding items requiring post-event action.

Required Skills

Not applicable

Evidence Required

Essential Knowledge and Skills to be Assessed

The following knowledge and skills must be assessed as part of this unit

typical systems procedures and logistics for on site management including

contractor communication mechanisms and protocols eg main liaison person within a venue hierarchy of control walkietalkie options

running sheets and how they are used

the importance of and techniques for managing stress and time during the operation of an event

characteristics of written contractor documentation including event order and other technical specifications

problem solving

negotiation skills in specific relation to time constraints of onsite activities

safetyrisk issues associated with the movement of numbers of people at meeting and event venues

Linkages to Other Units

This unit has strong linkages to the following units and combined training and assessment may be appropriate

THHGGAB Manage projects

THHGGA09B Manage projects

THTFMEA Manage event contractors

THTFME06A Manage event contractors

Critical Aspects of Assessment

Evidence of the following is critical

ability to manage the onsite operation of a meeting or event including all aspects of preparation set up operation and move out

knowledge of the range of issues and problems that may arise during the conduct of meetingsevents

Context of Assessment and Resource Implications

Assessment must ensure

project or work activities that allow the candidate to manage the onsite aspects of a meeting or event within an appropriate venue on more than one occasion to ensure that skills in dealing with a range of circumstances is demonstrated

involvement of a team of operational staff involved in delivering a meeting or event

involvement of suppliers of equipment and services

realistic ratios of operational staff to delegates and guests

presence of commerciallyrealistic time pressures related to the operation of an event

use of meeting and event operational documents and equipment

Assessment Methods

Methods must be chosen to ensure that the skills required to manage onsite event operations can be practically demonstrated Methods must include assessment of knowledge as well as assessment of practical skills

The following examples are appropriate for this unit

evaluation of the operational efficiency and service quality at an event sitemanaged by the candidate

evaluation of reports prepared by the candidate on the event management process including the issues and challenges associated with delivering effective outcomes

review of documentation such as runningsheets and other site management plans prepared by the candidate

review of staff or supplier briefing documents and reconfirmation checklists prepared by the candidate

written and oral questioning or interview to test knowledge of management procedures and systems meeting and event documentation requirements and negotiating techniques

review of portfolios of evidence and third party workplace reports of onthejob performance by the candidate

Key Competencies in this Unit

Key competencies are built into all workplace competencies The table below describes those applicable to this unit Trainers and assessors should ensure that they are addressed in training and assessment

Level Perform Level Administer and Manage Level Design and Evaluate

Key Competencies

Collecting Organising and Analysing Information

For example

Checking all aspects of the event or meeting set up against the pre arranged agreements

Communicating Ideas and Information

For example

Providing a pre event briefing to operational staff and suppliers

Discussing problems with operational staff and providing advice on how to solve

Planning and Organising Activities

For example

Developing plans for onsite management Preparing service reconfirmation checklists

Working with Others and in Teams

For example

Providing instructions to operational team members briefing and de briefing suppliers and staff

Using Mathematical Ideas and Techniques

For example

Checking capacity of venue outlets against numbers of registrations

Checking and signing accounts in accordance with supplier agreements

Solving Problems

For example

Identifying room set up deficiencies and discrepancies in supply of equipment and taking prompt action to rectify the situations

Using Technology

For example

Creating and collating a computerised running sheet

Essential Knowledge and Skills to be Assessed

The following knowledge and skills must be assessed as part of this unit

typical systems procedures and logistics for on site management including

contractor communication mechanisms and protocols eg main liaison person within a venue hierarchy of control walkietalkie options

running sheets and how they are used

the importance of and techniques for managing stress and time during the operation of an event

characteristics of written contractor documentation including event order and other technical specifications

problem solving

negotiation skills in specific relation to time constraints of onsite activities

safetyrisk issues associated with the movement of numbers of people at meeting and event venues

Linkages to Other Units

This unit has strong linkages to the following units and combined training and assessment may be appropriate

THHGGAB Manage projects

THHGGA09B Manage projects

THTFMEA Manage event contractors

THTFME06A Manage event contractors

Critical Aspects of Assessment

Evidence of the following is critical

ability to manage the onsite operation of a meeting or event including all aspects of preparation set up operation and move out

knowledge of the range of issues and problems that may arise during the conduct of meetingsevents

Context of Assessment and Resource Implications

Assessment must ensure

project or work activities that allow the candidate to manage the onsite aspects of a meeting or event within an appropriate venue on more than one occasion to ensure that skills in dealing with a range of circumstances is demonstrated

involvement of a team of operational staff involved in delivering a meeting or event

involvement of suppliers of equipment and services

realistic ratios of operational staff to delegates and guests

presence of commerciallyrealistic time pressures related to the operation of an event

use of meeting and event operational documents and equipment

Assessment Methods

Methods must be chosen to ensure that the skills required to manage onsite event operations can be practically demonstrated Methods must include assessment of knowledge as well as assessment of practical skills

The following examples are appropriate for this unit

evaluation of the operational efficiency and service quality at an event sitemanaged by the candidate

evaluation of reports prepared by the candidate on the event management process including the issues and challenges associated with delivering effective outcomes

review of documentation such as runningsheets and other site management plans prepared by the candidate

review of staff or supplier briefing documents and reconfirmation checklists prepared by the candidate

written and oral questioning or interview to test knowledge of management procedures and systems meeting and event documentation requirements and negotiating techniques

review of portfolios of evidence and third party workplace reports of onthejob performance by the candidate

Key Competencies in this Unit

Key competencies are built into all workplace competencies The table below describes those applicable to this unit Trainers and assessors should ensure that they are addressed in training and assessment

Level Perform Level Administer and Manage Level Design and Evaluate

Key Competencies

Collecting Organising and Analysing Information

For example

Checking all aspects of the event or meeting set up against the pre arranged agreements

Communicating Ideas and Information

For example

Providing a pre event briefing to operational staff and suppliers

Discussing problems with operational staff and providing advice on how to solve

Planning and Organising Activities

For example

Developing plans for onsite management Preparing service reconfirmation checklists

Working with Others and in Teams

For example

Providing instructions to operational team members briefing and de briefing suppliers and staff

Using Mathematical Ideas and Techniques

For example

Checking capacity of venue outlets against numbers of registrations

Checking and signing accounts in accordance with supplier agreements

Solving Problems

For example

Identifying room set up deficiencies and discrepancies in supply of equipment and taking prompt action to rectify the situations

Using Technology

For example

Creating and collating a computerised running sheet

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Range Statement

This unit applies to all tourism and hospitality industry sectors and enterprises where on-site management for meetings and events is required. The following explanations identify how this unit may be applied in different workplaces, tourism sectors and circumstances.

A major event comprising multiple components must include:

multiple contractors

substantial catering (i.e. not simply an afternoon tea)

multiple speakers, performers or exhibitors

requirement for display, decoration or theming.

Procedures may be related to:

registrations

organising committee

record-keeping and reporting

special needs

risk management

crowd control

event timings

contractor communication.

Materials and plans to facilitate effective on-site management may include:

running sheets

copies of agreements with clients

copies of agreements with all contractors

contact numbers for all contractors

briefing papers.

Contractors may include:

venues

speakers

staging and audio visual suppliers

display suppliers

caterers

entertainers

equipment hire companies.

Deficiencies and problems may include:

incorrect room set ups

incorrect staging

faulty or non availability of technical equipment

lack of equipment to manage displays and signage

shortage of food and beverage

inappropriate space at registration areas.

Communication and control mechanisms may include:

guidelines on reporting lines during the event

regularity of updates to event managers

specific performance indicators

contingency plans.

This unit applies to all tourism and hospitality industry sectors and enterprises where on-site management for meetings and events is required. The following explanations identify how this unit may be applied in different workplaces, tourism sectors and circumstances.

A major event comprising multiple components must include:

multiple contractors

substantial catering (i.e. not simply an afternoon tea)

multiple speakers, performers or exhibitors

requirement for display, decoration or theming.

Procedures may be related to:

registrations

organising committee

record-keeping and reporting

special needs

risk management

crowd control

event timings

contractor communication.

Materials and plans to facilitate effective on-site management may include:

running sheets

copies of agreements with clients

copies of agreements with all contractors

contact numbers for all contractors

briefing papers.

Contractors may include:

venues

speakers

staging and audio visual suppliers

display suppliers

caterers

entertainers

equipment hire companies.

Deficiencies and problems may include:

incorrect room set ups

incorrect staging

faulty or non availability of technical equipment

lack of equipment to manage displays and signage

shortage of food and beverage

inappropriate space at registration areas.

Communication and control mechanisms may include:

guidelines on reporting lines during the event

regularity of updates to event managers

specific performance indicators

contingency plans.

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