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

SITXEVT609 Mapping and Delivery Guide
Recruit and manage exhibitors

Version 1.0
Issue Date: April 2024


Qualification -
Unit of Competency SITXEVT609 - Recruit and manage exhibitors
Description This unit describes the performance outcomes, skills and knowledge required to recruit and work with exhibitors during the planning, staging and follow up phases of an exhibition.
Employability Skills This unit contains employability skills.
Learning Outcomes and Application Exhibitions are diverse in nature and this unit is relevant to any type of exhibition coordinated in any industry context, including the tourism, hospitality, sport, cultural and community sectors.Exhibitions are events that bring any type of sellers and buyers together. They could be trade or consumer focussed, and may be stand-alone exhibitions or a component of other events such as fairs, expos, conferences and festivals.This unit applies to exhibition managers who operate with significant autonomy and who are responsible for making a range of strategic exhibition management decisions. They may work in exhibition management companies, in event venues or for organisations such as industry bodies that stage exhibitions.
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: Confirm exhibition scope and format.
  • Assess proposed exhibition concept to determine planning and operational requirements.
  • Consult with key stakeholders about exhibition objectives.
  • Develop overall format in consultation with stakeholders.
  • Develop a work schedule to address exhibitor recruitment and management requirements identifying key activities, interrelationships and timelines.
       
Element: Establish format for buyer and seller interaction.
  • Determine most appropriate format for buyer and seller interaction based on analysis of exhibition objectives, operational constraints and consultation with key stakeholders.
  • Establish and monitor procedures and systems for one to one appointment scheduling when required.
  • Ensure format, systems and procedures integrate well with other exhibition components and considerations through liaison with colleagues and stakeholders.
       
Element: Recruit exhibitors.
  • Develop clear, professional and legally compliant exhibitor prospectus, including breakdown of costs, benefits and other relevant exhibitor information.
  • Distribute and present exhibitor prospectus according to agreed targets and marketing plan.
  • Maximise take-up of space and profitability through follow up promotion and negotiation as required.
  • Execute exhibitor contracts and agreements to include full details of commitments made by both parties.
       
Element: Support exhibitors.
  • Provide or organise exhibitor support services.
  • Develop and distribute accurate and complete exhibitor kits at appropriate time.
  • Provide or organise exhibitor operational support, including briefings and debriefings according to agreements.
  • Pro-actively liaise with exhibitors and identify and resolve issues as required.
  • Reduce negative environmental impacts through judicious use on printed materials.
       
Element: Manage post exhibition activities.
  • Evaluate effectiveness of buyer and seller interactions based on agreed evaluation criteria.
  • Follow up with exhibitors according to agreements, and seek feedback on exhibition operation.
  • Incorporate outcomes of evaluation into future exhibition planning.
       


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:

recruit and manage exhibitors for exhibitions involving:

comprehensive exhibition plans

dedicated budgets

formal communications plans

multiple operational components

an exhibition operations team

a wide range of stakeholders

recruit and manage exhibitors for multiple and diverse exhibitions

liaise with exhibitors and other stakeholders during the planning and operation of exhibitions

integrate knowledge of:

characteristics of different types of exhibitions, their purposes and objectives

formats and options for bringing buyers and sellers together:

formats, features and inclusions for exhibitor documentation

risks, issues and challenges commonly encountered in exhibitor management and ways to avoid and manage these.

Context of and specific resources for assessment

Assessment must ensure use of:

actual exhibitions for which exhibitors are recruited. Exhibitions 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

venues and sites where exhibitions are staged; these can be:

real exhibition venues and sites

exhibition venues and sites operated within a training organisation where real exhibitions are staged

exhibition stakeholders with whom the individual consults

comprehensive exhibition plans

dedicated event budgets.

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:

evaluation of exhibition documentation developed by the individual

questioning of exhibitors about their experience as a participant in the exhibition

use of case studies to assess individual’s ability to develop approaches for a range of different exhibitions with varying exhibitor profiles

written or oral questioning to assess knowledge of exhibition formats, options and management challenges

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:

SITXEVT608 Plan and allocate exhibition space.

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 consult, liaise and negotiate with exhibitors and other stakeholders on complex planning and operational issues

critical thinking skills to evaluate options and develop preferred approaches to exhibition formats

literacy skills to:

interpret and develop complex and varied exhibition management documentation

develop cohesive and complex exhibitor documentation

numeracy skills to work with budgets and concepts around scheduling and physical space

planning and organising skills to establish and manage cohesive operational procedures and systems

problem-solving skills to:

anticipate and respond to operational challenges when designing exhibition formats

take responsibility for resolving exhibitor problems during the exhibition.

Required knowledge

characteristics of different types of exhibitions, their purposes and objectives

roles, responsibilities, interrelationships and hierarchy of control of different stakeholders in exhibition planning and operation

formats and options for bringing buyers and sellers together:

suitability of different formats for different types of exhibition

advantages and disadvantages of different formats

exhibition layouts in the relevant industry context

formats, features and inclusions for exhibitor documentation:

exhibitor prospectus

exhibitor kit

feedback documentation

legal considerations for exhibitor recruitment and management:

consumer protection

public liability and duty of care

risks, issues and challenges commonly encountered in exhibitor management and ways to avoid and manage these.

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.

Stakeholdersmay include:

artists

designers

industry bodies

organising committees

seller representatives.

Exhibition objectivesmay relate to:

dollar value of business completed

industry education

industry exposure

media coverage

numbers and ratios of buyers and sellers

profile of buyers and sellers (e.g. balance between small and large, generalist and specialist, etc)

sponsor exposure.

Format for buyer and seller interactionmay be:

appointments made during exhibition period

combination of different formats

free flow

prearranged appointments

scheduled presentations, including plenary, workshops and carousel.

Exhibitor prospectusmay include information on:

attendance:

expectations

profile

endorsements and sponsorships

features and benefits

format

marketing initiatives

participation costs, at different levels

previous performance data

sample layouts and floor plans

support services:

accommodation

technology

travel

venue:

exhibition layouts

general information.

Exhibitor support servicesmay include:

accommodation

answering general enquiries

assistance with additional promotions

providing updated information

travel.

Exhibitor kitsmay include information on:

access

arrangements

delivery details

floor plans

sponsors

technical services

times and schedules

travel arrangements

venues.

Briefings and debriefingsmay include:

emergency procedures

exhibition information

maps:

location

venue

support materials.

Evaluation criteriamay relate to:

exhibitor, buyer and sponsor feedback

number of attending buyers

operational efficiency

profitability

venue service levels.

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
Assess proposed exhibition concept to determine planning and operational requirements. 
Consult with key stakeholders about exhibition objectives. 
Develop overall format in consultation with stakeholders. 
Develop a work schedule to address exhibitor recruitment and management requirements identifying key activities, interrelationships and timelines. 
Determine most appropriate format for buyer and seller interaction based on analysis of exhibition objectives, operational constraints and consultation with key stakeholders. 
Establish and monitor procedures and systems for one to one appointment scheduling when required. 
Ensure format, systems and procedures integrate well with other exhibition components and considerations through liaison with colleagues and stakeholders. 
Develop clear, professional and legally compliant exhibitor prospectus, including breakdown of costs, benefits and other relevant exhibitor information. 
Distribute and present exhibitor prospectus according to agreed targets and marketing plan. 
Maximise take-up of space and profitability through follow up promotion and negotiation as required. 
Execute exhibitor contracts and agreements to include full details of commitments made by both parties. 
Provide or organise exhibitor support services. 
Develop and distribute accurate and complete exhibitor kits at appropriate time. 
Provide or organise exhibitor operational support, including briefings and debriefings according to agreements. 
Pro-actively liaise with exhibitors and identify and resolve issues as required. 
Reduce negative environmental impacts through judicious use on printed materials. 
Evaluate effectiveness of buyer and seller interactions based on agreed evaluation criteria. 
Follow up with exhibitors according to agreements, and seek feedback on exhibition operation. 
Incorporate outcomes of evaluation into future exhibition planning. 

Forms

Assessment Cover Sheet

SITXEVT609 - Recruit and manage exhibitors
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

SITXEVT609 - Recruit and manage exhibitors

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: