Application
This unit describes the performance outcomes, skills and knowledge required to plan the delivery of events or functions in a commercial venue. It requires the ability to identify customer operational needs and preferences, prepare and confirm event proposals, and finalise operational documents for the delivery of events.
This unit is relevant to events that are diverse in nature and are coordinated in many industry contexts, including the tourism, hospitality, sport, cultural and community sectors.
It applies to event coordinators who operate independently, and are responsible for making a range of operational decisions. They may work in commercial event or function venues, such as hotels, clubs, theatres, and convention and exhibition centres.
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. Liaise with event customer to satisfy service expectations. | 1.1.Discuss and confirm purpose and scope of event or function with customer. 1.2.Liaise with customer to determine specific operational needs, preferences and budget for event. 1.3.Conduct site inspection as required. 1.4.Hold ongoing discussions about event plans to satisfy all requirements and service expectations. |
2. Prepare and confirm event proposal. | 2.1.Analyse and document event staging requirements based on detailed review of brief. 2.2.Identify and pursue additional sales opportunities to ensure maximum event profitability. 2.3.Develop options and ideas on event concept, theme and format for inclusion in event proposal. 2.4.Verify operational and service practicality of proposal through consultation with colleagues and suppliers. 2.5.Present proposal including accurate information on costs, range and style of products and services. 2.6.Negotiate and agree on final event details. 2.7.Prepare and issue relevant event documentation and update as required. |
3. Coordinate event services. | 3.1.Liaise with internal personnel and external suppliers to facilitate effective event planning. 3.2.Identify potential environmental and social impacts and organise services to minimise impacts. 3.3.Determine event components and create schedule to facilitate event service bookings. 3.4.Issue event orders to venue departments and external suppliers according to event deadlines, and update as changes occur. 3.5.Prepare and distribute operational documentation to internal personnel and suppliers according to organisational procedures. 3.6.Develop and provide event briefings to relevant operations personnel in advance of event. 3.7.Minimise use of printed materials and maximise electronic transmission of documents to reduce waste. |
4. Finalise event and evaluate operational success. | 4.1.Prepare final customer invoices and check and authorise payment of supplier invoices. 4.2.Obtain feedback from customers and seek input from personnel and contractors on event operations. 4.3.Evaluate operational problems. 4.4.Use all information to enhance future event planning activities. |
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 the delivery of at least two in-house events or functions listed in the knowledge evidence to meet the operational requirements of diverse customers
prepare and present accurate and comprehensive event proposals and operational documentation for each of the above events
demonstrate the following for each of the above events:
liaise with internal personnel and external suppliers to facilitate effective event planning and booking of services
issue event orders and operational documents
complete activities within commercial time constraints and event deadlines.
Evidence of Knowledge
Demonstrated knowledge required to complete the tasks outlined in elements and performance criteria of this unit:
types of in-house events and functions:
balls
banquets
business and corporate
celebrations and ceremonies
entertainment and leisure
exhibitions, expositions and fairs
festivals
fundraising
government and civic
industry and other award presentations
marketing
meetings and conventions
parties
sports
characteristics of different types of events and functions staged in commercial venues:
purpose and format
roles and responsibilities of different event clients, including corporate clients, family members or officials
event running order
entertainment and speeches
service order and timing for food and beverage items to complement event or function activities
key features and functions of event staging products and services:
accommodation
catering
displays, stands and signage
exhibitor services
security
talent
technical equipment and services
venue or site
styles used in venue room set-up and their different purposes:
banquet
classroom
conference
theatre
u shape
different formats for, inclusions, and uses of:
event proposals
event documentation issued to customers:
booking conditions
confirmation letters
contracts
invoices
event orders and operational documentation
floor plans
menus
key environmental and social impacts of event delivery and minimal impact procedures to:
reduce the impact on the lifestyle of neighbouring residents
recycle and dispose of waste, especially hazardous substances
ensure crowd safety and the safe movement of large numbers of attendees
efficiently use energy, water and other resources during event set
for specific organisation or event:
comprehensive product knowledge of venue features and capacity to service different types of events
procedures and deadlines for preparing proposals and booking internal and external event services
role of different venue personnel in the event management process.
Assessment Conditions
Skills must be demonstrated in an operational events business or activity where in-house events and functions are planned. This can be:
an industry workplace
a simulated event set up for the purpose of skills assessment.
Assessment must ensure access to:
computerised operations system currently used in the events industry to administer event planning functions
current and comprehensive event venue information:
product information in sales kits, brochures, product manuals, information kits or information databases
site specifications, operational and capacity information
technical production and staging specifications
access and security details
car parking facilities
industry current template documents for:
event proposals
event running sheets
event documentation issued to customers:
booking conditions
confirmation letters
contracts
invoices
event operational documentation
floor plans
menus
technical equipment and services required for the event from the following:
audiovisual
rigging
stage design and construction
venue styling
event operations team, internal personnel, external suppliers and customers with whom the individual can interact; these can be:
those in an industry workplace who are assisted by the individual during the assessment process; or
individuals who participate in role plays or simulated activities, set up for the purpose of assessment, in a simulated industry environment operated within a training organisation.
Assessors must satisfy the Standards for Registered Training Organisations’ requirements for assessors; and:
have worked in industry for at least three years where they have applied the skills and knowledge of this unit of competency.
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 |
Reading skills to: | interpret unfamiliar and detailed product and technical information from event staging supply organisations research new product and service options for event staging. |
Writing skills to: | write complex and detailed event operational documents. |
Numeracy skills to: | calculate: number of products and services required for an event or function timings for the delivery of the event. |
Learning skills to: | seek and assimilate new knowledge of event staging options from external suppliers. |
Problem-solving skills to: | analyse event staging requirements and consider and determine practicality of various options anticipate and analyse service difficulties for proposed options, and resolve or abandon ideas before submitting proposals. |
Planning and organising skills to: | access and sort required information to submit event proposal within designated deadlines. |
Technology skills to: | use event industry operations systems and other business technology for word processing, presentations and spreadsheets. |
Sectors
Events
Competency Field
Events