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

THTFME02B Mapping and Delivery Guide
Provide on site event management services

Version 1.0
Issue Date: May 2024


Qualification -
Unit of Competency THTFME02B - Provide on site event management services
Description This unit deals with the skills and knowledge required to co ordinate the final preparation and set-up of a major event comprising multiple components and to manage all aspects of the on-site operation. On site management requires considerable communication, negotiation and problem solving skills and would normally be undertaken by senior meeting or events personnel.This unit deals with the skills and knowledge required to co ordinate the final preparation and set-up of a major event comprising multiple components and to manage all aspects of the on-site operation. On site management requires considerable communication, negotiation and problem solving skills and would normally be undertaken by senior meeting or events personnel
Employability Skills Not applicable.
Learning Outcomes and Application Not applicable.
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: Prepare for on-site management
  • Develop plans for on-site management in accordance with agreed procedures for the meeting or event.
  • Check final arrangements for all aspects of the meeting or event and attend to any discrepancies.
  • Create and collate materials to facilitate effective on-site management.
  • Provide an accurate briefing to operational staff and contractors prior to the meeting or event in an appropriate format including clarification of roles and responsibilities.
       
Element: Oversee meeting/event set up
  • Establish contact with the nominated contractor personnel at the appropriate time and reconfirm and agree to all requirements.
  • Make and agree to any necessary adjustments with the contractor.
  • Check all aspects of the event or meeting set up against the pre- arranged agreements including: ; availability of all materials and equipment; room set ups; staging; technical equipment; display and signage; food and beverage arrangements; registration areas.
  • Check that all aspects of the venue space used and any equipment has been set up to allow for easy access, especially for those with disabilities, and to avoid risk of injury to guests, delegates and colleagues.
  • Identify any deficiencies and discrepancies and take prompt action to rectify the situation.
  • Brief any additional on-site staff on the full details of the meeting or event operation including communication and control mechanisms.
       
Element: Monitor meeting/event operation
  • Monitor sessions and activities throughout the meeting or event through observation and appropriate reporting processes.
  • Identify any problems as they arise and take prompt action to resolve the situation.
  • Identify any additional requirements and promptly organise them.
  • Liaise with the customer throughout the meeting or event to ensure it is progressing to his/her satisfaction.
  • Liaise with all contractors on an ongoing basis to ensure effective delivery of services.
       
Element: Oversee meeting/event breakdown
  • Oversee the break down of the meeting or event to ensure it is completed in accordance with agreements.
  • Co ordinate the packing and removal of all materials and equipment in accordance with pre-arranged details.
  • Check the venue to ensure items and belongings are not left behind.
  • De brief with contractors if it is necessary to discuss any difficulties or suggestions for future improvements.
  • Check and sign accounts in accordance with contractor agreements.
  • Note any outstanding items requiring post-event action.
       


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.

Essential Knowledge and Skills to be Assessed

The following knowledge and skills must be assessed as part of this unit:

typical systems, procedures and logistics for on site management including:

contractor communication mechanisms and protocols (e.g. main liaison person within a venue, hierarchy of control, walkie-talkie options)

running sheets and how they are used

the importance of and techniques for managing stress and time during the operation of an event

characteristics of written contractor documentation including event order and other technical specifications

problem solving

negotiation skills in specific relation to time constraints of on-site activities

safety/risk issues associated with the movement of numbers of people at meeting and event venues.

Linkages to Other Units

This unit has strong linkages to the following units and combined training and assessment may be appropriate:

THHGGA09B Manage projects

THTFME06A Manage event contractors

Critical Aspects of Assessment

Evidence of the following is critical:

ability to manage the on-site operation of a meeting or event including all aspects of preparation, set up, operation and move out

knowledge of the range of issues and problems that may arise during the conduct of meetings/events.

Context of Assessment and Resource Implications

Assessment must ensure:

project or work activities that allow the candidate to manage the on-site aspects of a meeting or event within an appropriate venue on more than one occasion to ensure that skills in dealing with a range of circumstances is demonstrated

involvement of a team of operational staff involved in delivering a meeting or event

involvement of suppliers of equipment and services

realistic ratios of operational staff to delegates and guests

presence of commercially-realistic time pressures related to the operation of an event

use of meeting and event operational documents and equipment.

Assessment Methods

Methods must be chosen to ensure that the skills required to manage on-site event operations can be practically demonstrated. Methods must include assessment of knowledge as well as assessment of practical skills.

The following examples are appropriate for this unit:

evaluation of the operational efficiency and service quality at an event site-managed by the candidate

evaluation of reports prepared by the candidate on the event management process, including the issues and challenges associated with delivering effective outcomes

review of documentation such as running-sheets and other site management plans prepared by the candidate

review of staff or supplier briefing documents and reconfirmation checklists prepared by the candidate

written and oral questioning or interview to test knowledge of management procedures and systems, meeting and event documentation requirements and negotiating techniques

review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate.

Key Competencies in this Unit

Key competencies are built into all workplace competencies. The table below describes those applicable to this unit. Trainers and assessors should ensure that they are addressed in training and assessment.

Level 1 = Perform Level 2 = Administer and Manage Level 3 = Design and Evaluate

Key Competencies

Collecting, Organising and Analysing Information

For example:

Checking all aspects of the event or meeting set up against the pre- arranged agreements (3)

Communicating Ideas and Information

For example:

Providing a pre event briefing to operational staff and suppliers

Discussing problems with operational staff and providing advice on how to solve (3)

Planning and Organising Activities

For example:

Developing plans for on-site management. Preparing service reconfirmation checklists (3)

Working with Others and in Teams

For example:

Providing instructions to operational team members, briefing and de briefing suppliers and staff (3)

Using Mathematical Ideas and Techniques

For example:

Checking capacity of venue outlets against numbers of registrations

Checking and signing accounts in accordance with supplier agreements (1)

Solving Problems

For example:

Identifying room set up deficiencies and discrepancies in supply of equipment and taking prompt action to rectify the situations (3)

Using Technology

For example:

Creating and collating a computerised running sheet (1)

Essential Knowledge and Skills to be Assessed

The following knowledge and skills must be assessed as part of this unit:

typical systems, procedures and logistics for on site management including:

contractor communication mechanisms and protocols (e.g. main liaison person within a venue, hierarchy of control, walkie-talkie options)

running sheets and how they are used

the importance of and techniques for managing stress and time during the operation of an event

characteristics of written contractor documentation including event order and other technical specifications

problem solving

negotiation skills in specific relation to time constraints of on-site activities

safety/risk issues associated with the movement of numbers of people at meeting and event venues.

Linkages to Other Units

This unit has strong linkages to the following units and combined training and assessment may be appropriate:

THHGGA09B Manage projects

THTFME06A Manage event contractors

Critical Aspects of Assessment

Evidence of the following is critical:

ability to manage the on-site operation of a meeting or event including all aspects of preparation, set up, operation and move out

knowledge of the range of issues and problems that may arise during the conduct of meetings/events.

Context of Assessment and Resource Implications

Assessment must ensure:

project or work activities that allow the candidate to manage the on-site aspects of a meeting or event within an appropriate venue on more than one occasion to ensure that skills in dealing with a range of circumstances is demonstrated

involvement of a team of operational staff involved in delivering a meeting or event

involvement of suppliers of equipment and services

realistic ratios of operational staff to delegates and guests

presence of commercially-realistic time pressures related to the operation of an event

use of meeting and event operational documents and equipment.

Assessment Methods

Methods must be chosen to ensure that the skills required to manage on-site event operations can be practically demonstrated. Methods must include assessment of knowledge as well as assessment of practical skills.

The following examples are appropriate for this unit:

evaluation of the operational efficiency and service quality at an event site-managed by the candidate

evaluation of reports prepared by the candidate on the event management process, including the issues and challenges associated with delivering effective outcomes

review of documentation such as running-sheets and other site management plans prepared by the candidate

review of staff or supplier briefing documents and reconfirmation checklists prepared by the candidate

written and oral questioning or interview to test knowledge of management procedures and systems, meeting and event documentation requirements and negotiating techniques

review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate.

Key Competencies in this Unit

Key competencies are built into all workplace competencies. The table below describes those applicable to this unit. Trainers and assessors should ensure that they are addressed in training and assessment.

Level 1 = Perform Level 2 = Administer and Manage Level 3 = Design and Evaluate

Key Competencies

Collecting, Organising and Analysing Information

For example:

Checking all aspects of the event or meeting set up against the pre- arranged agreements (3)

Communicating Ideas and Information

For example:

Providing a pre event briefing to operational staff and suppliers

Discussing problems with operational staff and providing advice on how to solve (3)

Planning and Organising Activities

For example:

Developing plans for on-site management. Preparing service reconfirmation checklists (3)

Working with Others and in Teams

For example:

Providing instructions to operational team members, briefing and de briefing suppliers and staff (3)

Using Mathematical Ideas and Techniques

For example:

Checking capacity of venue outlets against numbers of registrations

Checking and signing accounts in accordance with supplier agreements (1)

Solving Problems

For example:

Identifying room set up deficiencies and discrepancies in supply of equipment and taking prompt action to rectify the situations (3)

Using Technology

For example:

Creating and collating a computerised running sheet (1)

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.

Not applicable.

This unit applies to all tourism and hospitality industry sectors and enterprises where on-site management for meetings and events is required. The following explanations identify how this unit may be applied in different workplaces, tourism sectors and circumstances.

A major event comprising multiple components must include:

multiple contractors

substantial catering (i.e. not simply an afternoon tea)

multiple speakers, performers or exhibitors

requirement for display, decoration or theming.

Procedures may be related to:

registrations

organising committee

record-keeping and reporting

special needs

risk management

crowd control

event timings

contractor communication.

Materials and plans to facilitate effective on-site management may include:

running sheets

copies of agreements with clients

copies of agreements with all contractors

contact numbers for all contractors

briefing papers.

Contractors may include:

venues

speakers

staging and audio visual suppliers

display suppliers

caterers

entertainers

equipment hire companies.

Deficiencies and problems may include:

incorrect room set ups

incorrect staging

faulty or non availability of technical equipment

lack of equipment to manage displays and signage

shortage of food and beverage

inappropriate space at registration areas.

Communication and control mechanisms may include:

guidelines on reporting lines during the event

regularity of updates to event managers

specific performance indicators

contingency plans.

This unit applies to all tourism and hospitality industry sectors and enterprises where on-site management for meetings and events is required. The following explanations identify how this unit may be applied in different workplaces, tourism sectors and circumstances.

A major event comprising multiple components must include:

multiple contractors

substantial catering (i.e. not simply an afternoon tea)

multiple speakers, performers or exhibitors

requirement for display, decoration or theming.

Procedures may be related to:

registrations

organising committee

record-keeping and reporting

special needs

risk management

crowd control

event timings

contractor communication.

Materials and plans to facilitate effective on-site management may include:

running sheets

copies of agreements with clients

copies of agreements with all contractors

contact numbers for all contractors

briefing papers.

Contractors may include:

venues

speakers

staging and audio visual suppliers

display suppliers

caterers

entertainers

equipment hire companies.

Deficiencies and problems may include:

incorrect room set ups

incorrect staging

faulty or non availability of technical equipment

lack of equipment to manage displays and signage

shortage of food and beverage

inappropriate space at registration areas.

Communication and control mechanisms may include:

guidelines on reporting lines during the event

regularity of updates to event managers

specific performance indicators

contingency plans.
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
Develop plans for on-site management in accordance with agreed procedures for the meeting or event. 
Check final arrangements for all aspects of the meeting or event and attend to any discrepancies. 
Create and collate materials to facilitate effective on-site management. 
Provide an accurate briefing to operational staff and contractors prior to the meeting or event in an appropriate format including clarification of roles and responsibilities. 
Establish contact with the nominated contractor personnel at the appropriate time and reconfirm and agree to all requirements. 
Make and agree to any necessary adjustments with the contractor. 
Check all aspects of the event or meeting set up against the pre- arranged agreements including: ; availability of all materials and equipment; room set ups; staging; technical equipment; display and signage; food and beverage arrangements; registration areas. 
Check that all aspects of the venue space used and any equipment has been set up to allow for easy access, especially for those with disabilities, and to avoid risk of injury to guests, delegates and colleagues. 
Identify any deficiencies and discrepancies and take prompt action to rectify the situation. 
Brief any additional on-site staff on the full details of the meeting or event operation including communication and control mechanisms. 
Monitor sessions and activities throughout the meeting or event through observation and appropriate reporting processes. 
Identify any problems as they arise and take prompt action to resolve the situation. 
Identify any additional requirements and promptly organise them. 
Liaise with the customer throughout the meeting or event to ensure it is progressing to his/her satisfaction. 
Liaise with all contractors on an ongoing basis to ensure effective delivery of services. 
Oversee the break down of the meeting or event to ensure it is completed in accordance with agreements. 
Co ordinate the packing and removal of all materials and equipment in accordance with pre-arranged details. 
Check the venue to ensure items and belongings are not left behind. 
De brief with contractors if it is necessary to discuss any difficulties or suggestions for future improvements. 
Check and sign accounts in accordance with contractor agreements. 
Note any outstanding items requiring post-event action. 

Forms

Assessment Cover Sheet

THTFME02B - Provide on site event management services
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

THTFME02B - Provide on site event management services

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: