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

SITXEVT302 Mapping and Delivery Guide
Process and monitor event registrations

Version 1.0
Issue Date: April 2024


Qualification -
Unit of Competency SITXEVT302 - Process and monitor event registrations
Description This unit describes the performance outcomes, skills and knowledge required to process attendee registrations for events and administer these through to finalisation. It requires the ability to record customer information, monitor attendance numbers, generate sales and operational reports and issue customer documents for event attendance.
Employability Skills This unit contains employability skills.
Learning Outcomes and Application Events are diverse in nature and this unit is relevant to any type of event coordinated in any industry context, including the tourism, hospitality, sport, cultural and community sectors.This unit applies to event operations personnel who operate with some level of independence and under limited supervision. They may work in event management companies, in event venues, or in organisations which organise their own events.
Duration and Setting X weeks, nominally xx hours, delivered in a classroom/online/blended learning setting.
Prerequisites/co-requisites Not applicable.
Competency Field
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: Process registrations.
  • Interpret and accurately process event registrations according to organisational procedures and timelines.
  • Identify, collect and process missing customer information within appropriate timelines.
  • Offer alternatives for unavailable registrations including waitlist options.
  • Answer enquiries about costs and other event details.
  • Record customer details using appropriate systems and technology.
  • File the event registration according to system or procedural requirements.
       
Element: Update registrations.
  • Accurately update financial status of the registration.
  • Accept, process and record any customer requests for amendments or cancellations.
  • Provide details of amendment or cancellation conditions and charges and confirm customer understanding.
       
Element: Monitor and report on registrations.
  • Monitor registrations and generate registration reports for relevant personnel.
  • Proactively identify and report on problems emerging from attendance information.
  • Take action to address attendance issues according to individual responsibility and organisational procedures.
       
Element: Produce final registration documentation.
  • Check and finalise event registration details within designated timelines.
  • Prepare and issue customer documents within designated timelines.
  • Check all documentation for accuracy prior to issue and amend as necessary.
  • Generate and distribute final registration reports in agreed formats and styles according to procedures and timelines.
  • Minimise use of printed materials and maximise electronic transmission of all documents to reduce waste.
       


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.

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:

accurately process and administer registrations through to finalisation for multiple events

issue financial administration and event attendance documents for multiple and diverse customers

generate accurate registration reports and proactively identify and report on attendance problems

integrate knowledge of:

event programs and costs

formats for reports and documents

information required by event managers to monitor attendance numbers and deliver events

process and monitor event registrations with speed and efficiency and within event deadlines.

Context of and specific resources for assessment

Assessment must ensure use of:

actual events for which event registrations are processed and monitored. Events may be created for the specific purpose of skills assessment, but must have commercial, community or business relevance. Small personal events are not appropriate as a means of assessing an individual’s skills and knowledge

comprehensive operational and capacity information for 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

industry current computer systems and software programs for processing event registrations

comprehensive event programs, schedules, inclusions and costs

industry current template documents for:

financial administration of event payments

customer event attendance

registration reports

procedures for processing and administering registrations.

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 of the individual using the various features of a computerised event registration system to administer a series of customer registrations

activities that allow assessment of the individual’s ability to process and monitor registrations for different events and for varying customer requirements

review of documents prepared by the individual:

confirmation letters

credit notes

information or sales kits

invoices

participant name badge or identification document

receipts

registration reports

service vouchers

tickets

problem-solving exercises to allow the individual to respond to and report on event attendance problems

written or oral questioning to assess knowledge of:

event programs and costs

formats for reports and documents

information required by event managers to monitor attendance numbers and deliver events

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:

SITTTSL308 Use a computerised reservations or operations system

SITXCCS303 Provide service to customers

SITXFIN201 Process financial transactions.

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.

Required skills

communication skills to:

elicit information from customers about registration requirements

answer enquiries about costs and other event details

liaise with event coordinators and managers on attendance issues

literacy skills to:

read and interpret complex event information including event schedules, costs and conditions of sale

write and input accurate customer and operational details

create accurate and succinct notes for special requests and event operational details

numeracy skills to manage the accounting processes for event registrations and interpret statistical data within various reports

planning and organising skills to meet deadlines for completion of registrations, collection of payments and issuance of documents and reports

problem-solving skills to:

identify and collect missing customer information

offer alternatives for unavailable registrations

identify, report and respond to attendance deficiencies

self-management skills to coordinate own workflow for processing and monitoring registrations within deadlines

technology skills to use calculators, computers, software programs and printers for processing event registrations.

Required knowledge

range of operation systems and software programs used to process and monitor event registrations

types of customers for different types of events and methods of administering different registrations

customer information required to administer registrations

a range of formats for, inclusions and uses of:

financial administration documents for customer payments

customer event attendance documents

event registration reports

for the specific organisation:

features of event programs, schedules, inclusions and specific costs

information required by event coordinators and managers to monitor attendance numbers and deliver events

procedures and deadlines for processing and administering registrations and issuing registration reports.

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.

Registrations may involve:

accommodation details

contact details

customer address

details of pre-booked sessions

full name and title

further action required at site or venue

medical information

method of payment

payment status

contact details

special requests

seating requests

travel and touring arrangements.

Event may include:

business and corporate

entertainment and leisure

exhibitions, expositions and fairs

festivals

fundraising

government and civic

marketing

meetings and conventions

social

sports.

To update financial statusmay involve:

checking and recording that the registration has been fully paid

generating and issuing invoices and credit notes for changed registrations

receiving, processing and recording payments.

Registration reportsmay include information on:

breakdown of attendances per:

session

site

table

venue

characteristics of attendees

numbers

progress towards attendance expectations

sources of registrations.

Action may include:

additional promotional activity

advice of change of venue

chasing payments

holding of space for particular individuals or groups

target selling to specific groups.

Customer documentsmay include:

confirmation letters

credit notes

event program

information or sales kit

invoices

paper-based or electronically transmitted materials

participant name badge or identification document

receipts

service vouchers

site maps

sponsor advertisements

tickets.

Final registration reportsmay include information on:

breakdown of attendances per:

session

site

table

venue

name lists

payment status

special requests.

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
Interpret and accurately process event registrations according to organisational procedures and timelines. 
Identify, collect and process missing customer information within appropriate timelines. 
Offer alternatives for unavailable registrations including waitlist options. 
Answer enquiries about costs and other event details. 
Record customer details using appropriate systems and technology. 
File the event registration according to system or procedural requirements. 
Accurately update financial status of the registration. 
Accept, process and record any customer requests for amendments or cancellations. 
Provide details of amendment or cancellation conditions and charges and confirm customer understanding. 
Monitor registrations and generate registration reports for relevant personnel. 
Proactively identify and report on problems emerging from attendance information. 
Take action to address attendance issues according to individual responsibility and organisational procedures. 
Check and finalise event registration details within designated timelines. 
Prepare and issue customer documents within designated timelines. 
Check all documentation for accuracy prior to issue and amend as necessary. 
Generate and distribute final registration reports in agreed formats and styles according to procedures and timelines. 
Minimise use of printed materials and maximise electronic transmission of all documents to reduce waste. 

Forms

Assessment Cover Sheet

SITXEVT302 - Process and monitor event registrations
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

SITXEVT302 - Process and monitor event registrations

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: