Unit of Competency Mapping – Information for Teachers/Assessors – Information for Learners

SITEEVT005 Mapping and Delivery Guide
Plan in-house events or functions

Version 1.0
Issue Date: March 2024


Qualification -
Unit of Competency SITEEVT005 - Plan in-house events or functions
Description
Employability Skills
Learning Outcomes and Application This unit describes the performance outcomes, skills and knowledge required to plan the delivery of events or functions in a commercial venue. It requires the ability to identify customer operational needs and preferences, prepare and confirm event proposals, and finalise operational documents for the delivery of events.This unit is relevant to events that are diverse in nature and are coordinated in many industry contexts, including the tourism, hospitality, sport, cultural and community sectors.It applies to event coordinators who operate independently, and are responsible for making a range of operational decisions. They may work in commercial event or function venues, such as hotels, clubs, theatres, and convention and exhibition centres.No occupational licensing, certification or specific legislative requirements apply to this unit at the time of publication.
Duration and Setting X weeks, nominally xx hours, delivered in a classroom/online/blended learning setting.

Skills must be demonstrated in an operational events business or activity where in-house events and functions are planned. This can be:

an industry workplace

a simulated event set up for the purpose of skills assessment.

Assessment must ensure access to:

computerised operations system currently used in the events industry to administer event planning functions

current and comprehensive event venue information:

product information in sales kits, brochures, product manuals, information kits or information databases

site specifications, operational and capacity information

technical production and staging specifications

access and security details

car parking facilities

industry current template documents for:

event proposals

event running sheets

event documentation issued to customers:

booking conditions

confirmation letters

contracts

invoices

event operational documentation

floor plans

menus

technical equipment and services required for the event from the following:

audiovisual

rigging

stage design and construction

venue styling

event operations team, internal personnel, external suppliers and customers with whom the individual can interact; these can be:

those in an industry workplace who are assisted by the individual during the assessment process; or

individuals who participate in role plays or simulated activities, set up for the purpose of assessment, in a simulated industry environment operated within a training organisation.

Assessors must satisfy the Standards for Registered Training Organisations’ requirements for assessors; and:

have worked in industry for at least three years where they have applied the skills and knowledge of this unit of competency.

Prerequisites/co-requisites
Competency Field Events
Development and validation strategy and guide for assessors and learners Student Learning Resources Handouts
Activities
Slides
PPT
Assessment 1 Assessment 2 Assessment 3 Assessment 4
Elements of Competency Performance Criteria              
Element: Liaise with event customer to satisfy service expectations.
  • Discuss and confirm purpose and scope of event or function with customer.
  • Liaise with customer to determine specific operational needs, preferences and budget for event.
  • Conduct site inspection as required.
  • Hold ongoing discussions about event plans to satisfy all requirements and service expectations.
       
Element: Prepare and confirm event proposal.
  • Analyse and document event staging requirements based on detailed review of brief.
  • Identify and pursue additional sales opportunities to ensure maximum event profitability.
  • Develop options and ideas on event concept, theme and format for inclusion in event proposal.
  • Verify operational and service practicality of proposal through consultation with colleagues and suppliers.
  • Present proposal including accurate information on costs, range and style of products and services.
  • Negotiate and agree on final event details.
  • Prepare and issue relevant event documentation and update as required.
       
Element: Coordinate event services.
  • Liaise with internal personnel and external suppliers to facilitate effective event planning.
  • Identify potential environmental and social impacts and organise services to minimise impacts.
  • Determine event components and create schedule to facilitate event service bookings.
  • Issue event orders to venue departments and external suppliers according to event deadlines, and update as changes occur.
  • Prepare and distribute operational documentation to internal personnel and suppliers according to organisational procedures.
  • Develop and provide event briefings to relevant operations personnel in advance of event.
  • Minimise use of printed materials and maximise electronic transmission of documents to reduce waste.
       
Element: Finalise event and evaluate operational success.
  • Prepare final customer invoices and check and authorise payment of supplier invoices.
  • Obtain feedback from customers and seek input from personnel and contractors on event operations.
  • Evaluate operational problems.
  • Use all information to enhance future event planning activities.
       


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.

ELEMENTS

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element.

1. Liaise with event customer to satisfy service expectations.

1.1.Discuss and confirm purpose and scope of event or function with customer.

1.2.Liaise with customer to determine specific operational needs, preferences and budget for event.

1.3.Conduct site inspection as required.

1.4.Hold ongoing discussions about event plans to satisfy all requirements and service expectations.

2. Prepare and confirm event proposal.

2.1.Analyse and document event staging requirements based on detailed review of brief.

2.2.Identify and pursue additional sales opportunities to ensure maximum event profitability.

2.3.Develop options and ideas on event concept, theme and format for inclusion in event proposal.

2.4.Verify operational and service practicality of proposal through consultation with colleagues and suppliers.

2.5.Present proposal including accurate information on costs, range and style of products and services.

2.6.Negotiate and agree on final event details.

2.7.Prepare and issue relevant event documentation and update as required.

3. Coordinate event services.

3.1.Liaise with internal personnel and external suppliers to facilitate effective event planning.

3.2.Identify potential environmental and social impacts and organise services to minimise impacts.

3.3.Determine event components and create schedule to facilitate event service bookings.

3.4.Issue event orders to venue departments and external suppliers according to event deadlines, and update as changes occur.

3.5.Prepare and distribute operational documentation to internal personnel and suppliers according to organisational procedures.

3.6.Develop and provide event briefings to relevant operations personnel in advance of event.

3.7.Minimise use of printed materials and maximise electronic transmission of documents to reduce waste.

4. Finalise event and evaluate operational success.

4.1.Prepare final customer invoices and check and authorise payment of supplier invoices.

4.2.Obtain feedback from customers and seek input from personnel and contractors on event operations.

4.3.Evaluate operational problems.

4.4.Use all information to enhance future event planning activities.

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

plan the delivery of at least two in-house events or functions listed in the knowledge evidence to meet the operational requirements of diverse customers

prepare and present accurate and comprehensive event proposals and operational documentation for each of the above events

demonstrate the following for each of the above events:

liaise with internal personnel and external suppliers to facilitate effective event planning and booking of services

issue event orders and operational documents

complete activities within commercial time constraints and event deadlines.

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

types of in-house events and functions:

balls

banquets

business and corporate

celebrations and ceremonies

entertainment and leisure

exhibitions, expositions and fairs

festivals

fundraising

government and civic

industry and other award presentations

marketing

meetings and conventions

parties

sports

characteristics of different types of events and functions staged in commercial venues:

purpose and format

roles and responsibilities of different event clients, including corporate clients, family members or officials

event running order

entertainment and speeches

service order and timing for food and beverage items to complement event or function activities

key features and functions of event staging products and services:

accommodation

catering

displays, stands and signage

exhibitor services

security

talent

technical equipment and services

venue or site

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

banquet

classroom

conference

theatre

u shape

different formats for, inclusions, and uses of:

event proposals

event documentation issued to customers:

booking conditions

confirmation letters

contracts

invoices

event orders and operational documentation

floor plans

menus

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

reduce the impact on the lifestyle of neighbouring residents

recycle and dispose of waste, especially hazardous substances

ensure crowd safety and the safe movement of large numbers of attendees

efficiently use energy, water and other resources during event setup, operation and break-down

for specific organisation or event:

comprehensive product knowledge of venue features and capacity to service different types of events

procedures and deadlines for preparing proposals and booking internal and external event services

role of different venue personnel in the event management process.


Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assignment, 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.

ELEMENTS

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element.

1. Liaise with event customer to satisfy service expectations.

1.1.Discuss and confirm purpose and scope of event or function with customer.

1.2.Liaise with customer to determine specific operational needs, preferences and budget for event.

1.3.Conduct site inspection as required.

1.4.Hold ongoing discussions about event plans to satisfy all requirements and service expectations.

2. Prepare and confirm event proposal.

2.1.Analyse and document event staging requirements based on detailed review of brief.

2.2.Identify and pursue additional sales opportunities to ensure maximum event profitability.

2.3.Develop options and ideas on event concept, theme and format for inclusion in event proposal.

2.4.Verify operational and service practicality of proposal through consultation with colleagues and suppliers.

2.5.Present proposal including accurate information on costs, range and style of products and services.

2.6.Negotiate and agree on final event details.

2.7.Prepare and issue relevant event documentation and update as required.

3. Coordinate event services.

3.1.Liaise with internal personnel and external suppliers to facilitate effective event planning.

3.2.Identify potential environmental and social impacts and organise services to minimise impacts.

3.3.Determine event components and create schedule to facilitate event service bookings.

3.4.Issue event orders to venue departments and external suppliers according to event deadlines, and update as changes occur.

3.5.Prepare and distribute operational documentation to internal personnel and suppliers according to organisational procedures.

3.6.Develop and provide event briefings to relevant operations personnel in advance of event.

3.7.Minimise use of printed materials and maximise electronic transmission of documents to reduce waste.

4. Finalise event and evaluate operational success.

4.1.Prepare final customer invoices and check and authorise payment of supplier invoices.

4.2.Obtain feedback from customers and seek input from personnel and contractors on event operations.

4.3.Evaluate operational problems.

4.4.Use all information to enhance future event planning activities.

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
Discuss and confirm purpose and scope of event or function with customer. 
Liaise with customer to determine specific operational needs, preferences and budget for event. 
Conduct site inspection as required. 
Hold ongoing discussions about event plans to satisfy all requirements and service expectations. 
Analyse and document event staging requirements based on detailed review of brief. 
Identify and pursue additional sales opportunities to ensure maximum event profitability. 
Develop options and ideas on event concept, theme and format for inclusion in event proposal. 
Verify operational and service practicality of proposal through consultation with colleagues and suppliers. 
Present proposal including accurate information on costs, range and style of products and services. 
Negotiate and agree on final event details. 
Prepare and issue relevant event documentation and update as required. 
Liaise with internal personnel and external suppliers to facilitate effective event planning. 
Identify potential environmental and social impacts and organise services to minimise impacts. 
Determine event components and create schedule to facilitate event service bookings. 
Issue event orders to venue departments and external suppliers according to event deadlines, and update as changes occur. 
Prepare and distribute operational documentation to internal personnel and suppliers according to organisational procedures. 
Develop and provide event briefings to relevant operations personnel in advance of event. 
Minimise use of printed materials and maximise electronic transmission of documents to reduce waste. 
Prepare final customer invoices and check and authorise payment of supplier invoices. 
Obtain feedback from customers and seek input from personnel and contractors on event operations. 
Evaluate operational problems. 
Use all information to enhance future event planning activities. 

Forms

Assessment Cover Sheet

SITEEVT005 - Plan in-house events or functions
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

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Assessor name:

Signature:

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Assessment Record Sheet

SITEEVT005 - Plan in-house events or functions

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:

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