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

SITXEVT502 Mapping and Delivery Guide
Select event venues and sites

Version 1.0
Issue Date: April 2024


Qualification -
Unit of Competency SITXEVT502 - Select event venues and sites
Description This unit describes the performance outcomes, skills and knowledge required to source and select venues or sites for events. It requires the ability to analyse event plans to determine venue or site requirements, develop selection specifications, assess, choose and contract venues or sites.
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 coordinators who operate independently, and are responsible for making a range of operational decisions. They may work in event management companies 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: Determine venue or site requirements.
  • Review and analyse event proposal or plan and determine overall venue or site requirements.
  • Develop and document detailed and accurate venue or site specifications to facilitate the research and selection process.
  • Integrate the needs of all stakeholders into venue or site specifications.
       
Element: Source event venues and sites.
  • Research potential venues and sites using appropriate information sources and research methods.
  • Assess the suitability of venues and sites against requirements outlined in venue specifications.
  • Evaluate capacity to deliver a range of quality outcomes through discussions with venue and site personnel.
  • Identify risk, regulatory and sustainability issues associated with venues and sites and evaluate during selection process.
  • Provide clear and accurate briefings on venue or site options to stakeholders, include recommendations and gain approvals.
       
Element: Confirm venue or site bookings.
  • Make written bookings for venues or sites when selection process is finalised.
  • Review and sign venue or site contracts within appropriate timeframes and within scope of individual responsibility.
  • Integrate venue or site issues into event management plans.
       


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:

research and select appropriate venues and sites for events involving:

comprehensive event plans

dedicated event budgets

formal communications plans

multiple operational components

an event operations team

a wide range of stakeholders

develop selection specifications, assess and choose venues or sites for multiple and diverse events

integrate knowledge of:

key features of event venues or sites, especially those in the local area, and their capacity to service different types of events

key features and functions of event staging products and services offered by event venues or sites and their suitability for particular event types

formats for and inclusions of venue or site specifications for the staging of events

source and select venues or sites within commercial time constraints and event deadlines.

Context of and specific resources for assessment

Assessment must ensure use of:

actual events for which event venues and sites are selected. 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 individual’s 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

event stakeholders with whom the individual consults

venue personnel with whom the individual liaises during the selection process

comprehensive event plans

dedicated event budgets

current and comprehensive event venue or site information:

product information within sales kits, brochures, product manuals, supplier information kits or information databases

site specifications, operational and capacity information

technical production and staging specifications

industry current template venue or site specifications for the staging of events.

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:

case studies that allow the individual to analyse event plans and determine venue or site requirements for multiple and diverse events

evaluation of venue or site specifications developed by the individual

review of a comprehensive portfolio prepared by the individual that documents the entire venue selection process including notes on the event plan, draft and final venue specification, notes on discussions with venue personnel, issues taken into account when assessing various venues to meet event requirements and rationale for the final selection

written or oral questioning to assess knowledge of:

key features of event venues or sites and their capacity to service different types of events

key features and functions of event staging products and services offered by event venues or sites and their suitability for particular event types

formats for and inclusions of venue or site specifications for the staging of 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:

BSBWRT401A Write complex documents

SITXEVT504 Organise event infrastructure

SITXGLC501 Research and comply with regulatory requirements.

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 including active listening and open and closed questioning to:

consult with venue or site personnel on capacity to meet event requirements

provide clear and accurate stakeholder briefings on venue or site options

critical thinking skills to:

analyse event staging plans and determine venue or site requirements

evaluate a range of venue or site options against complex specifications and make substantiated selection

learning skills to seek and assimilate new knowledge of event venues and sites

literacy skills to:

read and interpret complex event plans and product and service specifications for venues and sites

research, collate and analyse information on new venue and site options

write detailed and accurate venue or site specifications

numeracy skills to determine a range of spatial venue or site specifications including:

attendee capacity

size of assembly, storage and maintenance areas for event staging items

size and capacity of various areas for seating, stands and on-site registration

planning and organising skills to access and collate all information required for venue or site selection and to source and select venues or sites within designated deadlines

problem-solving skills to anticipate and analyse risks associated with venues or sites and to resolve with risk management plans or abandon options before selection

self-management skills to take responsibility for all processes involved in sourcing and selecting venues or sites for events

teamwork skills to integrate the needs of all stakeholders when defining venue or site specifications and to consult with them during the selection process

technology skills to use calculators, computers, printers, word processing and spread sheet software packages.

Required knowledge

operational and venue requirements for different types of events

sources of information on event venues or sites for a broad range of event types

key features of event venues or sites, especially those in the local area, and their capacity to service different types of events including venues for:

exhibitions, expositions and fairs

festivals

meetings and conventions

social functions

event staging products and services offered by event venues or sites and their suitability for particular event types

risk and regulatory issues associated with different types of venues and sites and methods of managing these

social and environmental sustainability issues associated with different venues and sites including:

water and energy use

waste

local community rights during operation of events

maintenance of natural and cultural integrity

operational structures within venues and sites, including relevant personnel, organisational relationships and reporting structures

a range of formats for, inclusions and uses of:

venue or site specifications for the staging of events

venue or site contracts.

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.

Overall venue or site requirementsmay relate to:

attendee profile

budget

estimated attendee numbers

event theme and image

facilities and services to be provided

location

multiple:

sites in one location

venues at one site.

Venue or site specificationsmay include requirements for:

access and timing for setup and break-down

access times for service personnel, client and attendees

accommodation

cost

crowd control

ease of access for attendees

dates available

facilities for the use of event operator personnel

food and beverage

location

multiple:

sites in one location

venues at one site

on–site management

on-site registration facilities

quality of service and service style

security

set up and capacity of:

client displays and livery

exhibitor or sponsor stands

merchandising stands

seating

tables

size and attendee capacity of:

site

venues

size and availability of assembly, storage and maintenance areas for event staging items

staffing:

contractors

venue staff

storage facilities

technical equipment and services:

audio-visual

pyrotechnics

rigging

sound and lighting

special effects

stage design and construction

venue styling

touring the event

transportation

waste management.

Stakeholders may include:

attendees, delegates, guests or participants including those with disabilities

clients

colleagues

contractors and suppliers

emergency services

host organisation

sponsors

state, territory and local government regulatory authorities

volunteers.

Information sourcesmay include:

convention and visitor bureaus

destination brochures

land management and protection agencies

local, regional or state cultural, tourism and sporting organisations

the Internet

trade journals

venue publications and directories.

Research methodsmay include:

calling for tenders

conducting desk research

inspecting venues or sites

using own event industry networks.

Risk, regulatory and sustainability issuesmay relate to:

access complications

liquor licensing

minimisation of environmental impacts on the site

number of contractors to be coordinated

physical constraints

safety issues

security issues

social and environmental sustainability credentials of venues or sites

venue or site appeal for intended audience

waste management.

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
Review and analyse event proposal or plan and determine overall venue or site requirements. 
Develop and document detailed and accurate venue or site specifications to facilitate the research and selection process. 
Integrate the needs of all stakeholders into venue or site specifications. 
Research potential venues and sites using appropriate information sources and research methods. 
Assess the suitability of venues and sites against requirements outlined in venue specifications. 
Evaluate capacity to deliver a range of quality outcomes through discussions with venue and site personnel. 
Identify risk, regulatory and sustainability issues associated with venues and sites and evaluate during selection process. 
Provide clear and accurate briefings on venue or site options to stakeholders, include recommendations and gain approvals. 
Make written bookings for venues or sites when selection process is finalised. 
Review and sign venue or site contracts within appropriate timeframes and within scope of individual responsibility. 
Integrate venue or site issues into event management plans. 

Forms

Assessment Cover Sheet

SITXEVT502 - Select event venues and sites
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

SITXEVT502 - Select event venues and sites

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: