Application
This unit describes the performance outcomes, skills and knowledge required to organise and conduct a sport, fitness or recreation event. It requires the ability to plan, setup and conduct an event, supervise the event team, and monitor and evaluate the event outcomes. Event team members may be paid employees or volunteers. It applies to event organisation and coordination requirements at a single site or venue.
Event coordinators must consistently and responsibly conduct events according to relevant legislation and organisational policy and procedures, and within the framework of the event managing organisation or sport controlling body.
No occupational licensing, certification or specific legislative requirements apply to this unit at the time of publication.
Elements and Performance Criteria
ELEMENTS | PERFORMANCE CRITERIA |
Elements describe the essential outcomes | Performance criteria describe the performance needed to demonstrate achievement of the element. |
1. Identify event scope. | 1.1 Confirm purpose, objectives, budget and timeline of event with organisation management. 1.2 Determine event resource requirements. 1.3 Finalise event components, program or competition format consistent with the requirements of the relevant body. 1.4 Determine participation targets, selection and entry criteria. 1.5 Arrange event time and venue in the context of other scheduled and competing events or activities. 1.6 Identify potential event team members. |
2. Plan the event. | 2.1 Prepare budget in line with allocated funds. 2.2 Establish event team and clarify roles and responsibilities of team members. 2.3 Identify and seek required approvals to meet regulatory requirements. 2.4 Develop systems and procedures in consultation with event team. 2.5 Design event activities considering waste minimisation and efficient resource utilisation. 2.6 Prepare competition draw or event schedule and distribute, as required. 2.7 Identify event specific risks and prepare risk management strategy. 2.8 Develop contingency and critical incident procedures. 2.9 Develop event coordination plan with documented tasks, responsibilities and timelines. 2.10 Organise promotional materials to generate interest and publicity. |
3. Coordinate implementation of the event. | 3.1 Provide participants with required information. 3.2 Organise event briefings for all associated staff and volunteers. 3.3 Ensure health, safety and security procedures are integrated into event procedures. 3.4 Oversee event setup according to prearranged operational requirements. 3.5 Identify discrepancies and deficiencies, and take required remedial action. 3.6 Monitor event operation through observation and communication with event team members. 3.7 Implement contingency plans, as required. 3.8 Ensure event break down is completed according to agreements with contractors and event team. 3.9 Process results, communicate outcomes to participants and submit results to relevant body, as required. |
4. Evaluate the event. | 4.1 Determine event evaluation criteria prior to event in consultation with organisation management. 4.2 Use a variety of evaluation methods to obtain feedback. 4.3 Conduct an event debrief with event team. 4.4 Analyse delivery of the event against evaluation criteria. 4.5 Document event outcomes and recommendations for future similar events for organisation management. |
Evidence of Performance
Evidence of the ability to complete tasks outlined in elements and performance criteria of this unit in the context of the job role, and:
plan, deliver, and evaluate at least two of the following events that have prearranged operational components:
banquet
business or corporate event
entertainment or leisure event
exhibition, exposition or fair
fundraising event
industry and other awards presentations
meetings and conventions
social event
sporting event
develop and present comprehensive event proposals for each event that cover:
budget
floor or site plans
systems and procedures appropriate to the type of event:
timeframe and running sheet
contingency and critical incident procedures
register of staff, officials and volunteers
registration system
participant or player database
competition draw or schedule
technical production (lighting, sound, audio, visual)
communication strategy
media access
recording and processing of results or outcomes
database of suppliers and contractors
financial system such as cash handling and point of sale
contingency and critical incident procedures related to:
equipment breakdown
participant injury or illness
facility and venue problems or changes
traffic issues
adverse weather
modifications to draw
late withdrawals
event staff sickness
insufficient officials
lateness of VIPs
number of registrations
date of event
decorations
format, style and duration
food and beverage requirements
event program
event set up
styling of venue
technical equipment
timing of service
develop and produce these comprehensive documents for each event:
briefing papers
emergency phone contacts
layout plan for venue or site
program
running sheet
schedules.
Evidence of Knowledge
Demonstrated knowledge required to complete the tasks outlined in elements and performance criteria of this unit:
the primary components of state, territory and local council laws that impact on event delivery and actions that must be adhered to by event operators during event setup, conduct and break down, in particular laws that cover:
work health and safety/occupational health and safety (this would include requirements that must be met for providing a safe workplace, hazard identification and assessment and control of associated risks)
workers’ compensation (this would include insurance requirements, injury reporting and occupational rehabilitation requirements)
workplace relations
legal liability and duty of care of participants
characteristics of these events staged in various locations:
banquets
business or corporate event
entertainment or leisure event
exhibition, exposition or fair
fundraising event
industry and other awards presentations
meetings and conventions
social events
sporting events
for each event:
purpose and format
roles and responsibilities of team members
event running order
entertainment and speeches
service order and timing for food and beverage items to complement event activities
key features and functions of these event staging products and services:
catering
displays, stands and signage
exhibitor services
security
talent:
entertainers
speakers
technical equipment and services:
audio-visual
lighting
rigging
sets
sound
special effects
stage design
venue or site:
furniture
layouts
registration areas and equipment
styling
formats for, inclusions and uses of:
event proposals
specific event documentation:
booking conditions
confirmation letters
contracts and invoices
event operational documentation:
event orders
floor plans
menus
key environmental and social sustainability impacts of event delivery and procedures for:
recycling and disposal of all waste and hazardous substances
ensuring safety for crowds and the movement of large numbers of attendees
minimising the use of energy, water and other resources during event set
Assessment Conditions
Skills must be demonstrated in:
a sport, fitness or recreation environment. This can be a workplace or simulated environment with:
real events
a simulated industry activity or event created for the purpose of skills assessment that has commercial, community or business relevance in one or more of the following environments:
auditoria
exhibition areas
conference rooms
restaurants
sporting facilities.
Assessment must ensure access to:
current and comprehensive event venue information:
product information within sales kits, brochures, product manuals, information kits or information databases
site specifications, operational and capacity information
technical production and staging specifications
industry current template documents for:
event proposals
event documentation issued to customers including booking conditions, confirmation letters, contracts and invoices
event operational documentation including event orders
floor plans
procedures for preparing proposals
customers, internal personnel and external suppliers with whom the individual can interact; these can be:
individuals in an industry workplace, or
individuals who participate in project activities, role plays or simulated activities, set up for the purpose of assessment, within a training organisation.
Assessors must satisfy the Standards for Registered Training Organisations’ requirements for assessors.
Foundation Skills
Foundation skills essential to performance in this unit, but not explicit in the performance criteria are listed here, along with a brief context statement. | |
SKILLS | DESCRIPTION |
Numeracy skills to: | prepare an event running sheet and monitor event timing. |
Technology skills to: | utilise software and equipment for event organisation. |
Sectors
Cross-Sector
Competency Field
Working in Industry