Application
This unit describes the performance outcomes, skills and knowledge required to manage on-site operational activities for the staging of events. It requires the ability to finalise operational plans, oversee event set-up, execution and break-down, and evaluate the operational success 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 and managers as well as venue duty, front of house and operations managers who operate independently, and are responsible for operational decisions. They may work in event management companies, in event venues, or in organisations that organise their own events.
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. Finalise event preparations. | 1.1.Check final arrangements for event and address any discrepancies or outstanding matters. 1.2.Analyse event requirements and develop plans and procedures for event staging. 1.3.Prepare and collate operational documentation to facilitate effective on-site management, and distribute to relevant personnel. 1.4.Develop and provide event briefings to relevant personnel in advance of event. 1.5.Minimise use of printed materials and maximise electronic transmission of documents to reduce waste. |
2. Oversee event set-up. | 2.1.Establish on-site contact with contractors and reconfirm all requirements. 2.2.Assess all aspects of event set-up against prearranged service agreements and check for safety and ease of attendee access. 2.3.Identify deficiencies and discrepancies and take prompt action to resolve. 2.4.Conduct final briefing on event operational details, including communication and control mechanisms. |
3. Monitor event operation. | 3.1.Monitor event operation through observation and communication with relevant personnel to ensure effective delivery of services. 3.2.Identify and quickly evaluate operational problems as they arise and take prompt action to resolve. 3.3.Monitor compliance with environmental and social sustainability procedures to ensure minimal impacts. 3.4.Liaise with client throughout event to ensure satisfaction with service delivery and make necessary adjustments. |
4. Oversee event break-down. | 4.1.Ensure event break-down is completed according to agreements. 4.2.Check and sign invoices according to contractor agreements. 4.3.Debrief relevant personnel to improve future event service delivery. |
5. Evaluate operational success of event. | 5.1.Obtain feedback from customers and seek input from personnel and contractors on event operations. 5.2.Reflect on and evaluate operational problems. 5.3.Provide recommendations for improvements to future event management practices. |
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:
manage on-site event operations for at least one event type listed in the knowledge evidence with multiple operational components, overseeing event:
set-up
operation
break-down
develop comprehensive plans, procedures and operational documentation for staging at above event
conduct event briefings prior to and following the above event
liaise and consult with contractors and other relevant personnel during event finalisation, operation and break-down to ensure service agreements are met and potential risks are mitigated
manage on-site event operations in live time where commercially realistic time pressures and constraints play a key factor.
Evidence of Knowledge
Demonstrated knowledge required to complete the tasks outlined in elements and performance criteria of this unit:
types of events:
business and corporate
entertainment and leisure
exhibitions, expositions and fairs
festivals
fundraising
government and civic
marketing
meetings and conventions
sports
characteristics of different types of events; their purpose, format and running order
personnel and others involved in the operation of an event:
clients
contractors
event operations team
exhibitors
merchandisers
organising committee
sponsors
suppliers
venue coordinators or duty managers
volunteers
roles, responsibilities, hierarchy of controls, and reporting for event staging of:
corporate clients
internal event team members, venue personnel and external contractors
on-site event manager
features and functions of two-way communication equipment used to facilitate communication between event personnel
techniques for managing stress and time during operation of events
types of event contractors:
caterers
display suppliers
entertainers
food and beverage personnel
florists
equipment hire companies
registration and ticket sales specialist companies
security personnel
speakers and facilitators
suppliers of technical equipment and services
venue coordinators or duty managers
key features and functions of event staging products and services:
catering
displays, stands and signage
exhibitor services
security
talent
technical equipment and services:
audiovisual
lighting
rigging
sets
sound
special effects
stage design
venue or site:
furniture
layouts
registration areas and equipment
styling
styles used in venue room set-up and their different purposes:
banquet
classroom
cabaret
theatre
u shape
formats for, inclusions, and uses of:
operational plans and procedures used to manage on-site event logistics:
event documentation issued to operational personnel and contractors
briefing papers
running sheets for delivery of event
registration reports
layout plan for venue or site
event service agreements
key environmental and social impacts of event delivery and minimal impact procedures to reduce them:
reducing impacts on the lifestyle of neighbouring residents
maintaining natural and cultural integrity
recycling and disposing of waste, especially hazardous substances
safety for crowds and the movement of large numbers of attendees
use of energy, water and other resources during event set up, operation and break down
control measures to mitigate risk for:
attendees
contract staff
personnel
volunteers
components of event break-down:
correctly removing infrastructure and facilities to ensure site is left in good condition
debriefing participants, exhibitors and contractors
directing event team member participation
liaising with venue and site personnel
overseeing recycling and environmentally sound disposal of waste
packing and removing items.
Assessment Conditions
Skills must be demonstrated in an operational events context where the management of on-site event operations is required. This can be:
a live event
a simulated industry event set up for the purpose of skills assessment.
Assessment must ensure access to:
dedicated event budgets
venues and sites where events are operated
computers, software programs and printers currently used by the events industry to prepare event documentation
two-way communication equipment for on-site management
industry current operational documents used to facilitate effective on-site management:
briefing papers
contact numbers for contractors and/or emergency services
copies of agreements with contractors and/or clients
event program and scheduled time for activities
event orders
incident reports
itemised lists of resources, suppliers and costs
layout plan for venue or site
plans and procedures
registration reports
risk assessments
running sheet for delivery of event
service vouchers
signage
sign-in and sign-out sheets
site maps
staffing rosters
client’s internal event team members, venue personnel and external contractors 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 complex event planning documentation. |
Writing skills to: | write complex and detailed, yet easily accessible, event operational documents. |
Oral communication skills to: | provide precise instructions to event team members and contractors throughout the operation of the event negotiate solutions and provide clear instructions when problems arise. |
Numeracy skills to: | interpret event budgets and event service agreement costings to determine correct on-site supply of contracted services work quickly and accurately with budget figures to calculate effect on event profitability when resolving on-site problems. |
Problem-solving skills to: | negotiate solutions with clients, and internal and external personnel under pressure where time constraints play a key factor. |
Teamwork skills to: | lead a team of event staging personnel and external contractors to effectively deliver events consult with team members and take account of suggested solutions to on-site staging problems. |
Self-management skills to: | take responsibility for the finalisation of event plans and on-site coordination of the delivery of the event. |
Technology skills to: | use calculators, computers, software programs and printers for processing event documentation use two-way communication equipment for on-site management. |
Sectors
Events
Competency Field
Events