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

SITEEVT010 Mapping and Delivery Guide
Manage on-site event operations

Version 1.0
Issue Date: March 2024


Qualification -
Unit of Competency SITEEVT010 - Manage on-site event operations
Description
Employability Skills
Learning Outcomes and Application 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.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 and managers as well as venue duty, front of house and operations managers who operate independently, and are responsible for operational decisions. They may work in event management companies, in event venues, or in organisations that organise their own events.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 context where the management of on-site event operations is required. This can be:

a live event

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

Assessment must ensure access to:

dedicated event budgets

venues and sites where events are operated

computers, software programs and printers currently used by the events industry to prepare event documentation

two-way communication equipment for on-site management

industry current operational documents used to facilitate effective on-site management:

briefing papers

contact numbers for contractors and/or emergency services

copies of agreements with contractors and/or clients

event program and scheduled time for activities

event orders

incident reports

itemised lists of resources, suppliers and costs

layout plan for venue or site

plans and procedures

registration reports

risk assessments

running sheet for delivery of event

service vouchers

signage

sign-in and sign-out sheets

site maps

staffing rosters

client’s internal event team members, venue personnel and external contractors 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: 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.
       
Element: 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.
       
Element: 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.
       
Element: 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.
       
Element: 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.
       


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. Finalise event preparations.

1.1.Check final arrangements for event and address any discrepancies or outstanding matters.

1.2.Analyse event requirements and develop plans and procedures for event staging.

1.3.Prepare and collate operational documentation to facilitate effective on-site management, and distribute to relevant personnel.

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

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

2. Oversee event set-up.

2.1.Establish on-site contact with contractors and reconfirm all requirements.

2.2.Assess all aspects of event set-up against prearranged service agreements and check for safety and ease of attendee access.

2.3.Identify deficiencies and discrepancies and take prompt action to resolve.

2.4.Conduct final briefing on event operational details, including communication and control mechanisms.

3. Monitor event operation.

3.1.Monitor event operation through observation and communication with relevant personnel to ensure effective delivery of services.

3.2.Identify and quickly evaluate operational problems as they arise and take prompt action to resolve.

3.3.Monitor compliance with environmental and social sustainability procedures to ensure minimal impacts.

3.4.Liaise with client throughout event to ensure satisfaction with service delivery and make necessary adjustments.

4. Oversee event break-down.

4.1.Ensure event break-down is completed according to agreements.

4.2.Check and sign invoices according to contractor agreements.

4.3.Debrief relevant personnel to improve future event service delivery.

5. Evaluate operational success of event.

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

5.2.Reflect on and evaluate operational problems.

5.3.Provide recommendations for improvements to future event management practices.

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.

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.


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. Finalise event preparations.

1.1.Check final arrangements for event and address any discrepancies or outstanding matters.

1.2.Analyse event requirements and develop plans and procedures for event staging.

1.3.Prepare and collate operational documentation to facilitate effective on-site management, and distribute to relevant personnel.

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

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

2. Oversee event set-up.

2.1.Establish on-site contact with contractors and reconfirm all requirements.

2.2.Assess all aspects of event set-up against prearranged service agreements and check for safety and ease of attendee access.

2.3.Identify deficiencies and discrepancies and take prompt action to resolve.

2.4.Conduct final briefing on event operational details, including communication and control mechanisms.

3. Monitor event operation.

3.1.Monitor event operation through observation and communication with relevant personnel to ensure effective delivery of services.

3.2.Identify and quickly evaluate operational problems as they arise and take prompt action to resolve.

3.3.Monitor compliance with environmental and social sustainability procedures to ensure minimal impacts.

3.4.Liaise with client throughout event to ensure satisfaction with service delivery and make necessary adjustments.

4. Oversee event break-down.

4.1.Ensure event break-down is completed according to agreements.

4.2.Check and sign invoices according to contractor agreements.

4.3.Debrief relevant personnel to improve future event service delivery.

5. Evaluate operational success of event.

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

5.2.Reflect on and evaluate operational problems.

5.3.Provide recommendations for improvements to future event management practices.

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 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 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

SITEEVT010 - 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

SITEEVT010 - 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: