Application
This unit describes the performance outcomes, skills and knowledge required to process attendee registrations for events and administer them through to finalisation, and to prepare event registration materials and set-up and process on-site event registrations.
This unit is relevant to events coordinated in many industry contexts, including the tourism, hospitality, sport, cultural and community sectors.
It applies to event operations personnel who operate with some level of independence and under limited supervision. They may work in event management companies, in event venues, or in organisations that organise their own events.
The skills in this unit of competency must be applied in accordance with Commonwealth and State/Territory legislation, Australian standards and industry codes of practice.
No occupational licensing, certification or specific legislative requirements apply to this unit at the time of publication.
Elements and Performance Criteria
ELEMENTS | PERFORMANCECRITERIA |
Elements describe the essential outcomes | Performance criteria describe the performance needed to demonstrate achievement of the element. |
1. Process and update registrations. | 1.1. Interpret and accurately process event registrations according to organisational procedures and timelines. 1.2. Identify, collect and process missing client information within appropriate timelines. 1.3. Offer alternatives for unavailable registrations or provide information on waitlist options. 1.4. Answer client enquiries about costs and other event details. 1.5. Record client details and financial status of registrations using relevant systems and technology. 1.6. Accept, process and record requests for amendments or cancellations. 1.7. Provide details of amendment or cancellation conditions and charges and confirm client understanding. 1.8. File event registrations according to organisational procedures. |
2. Monitor and report on registrations. | 2.1. Check and finalise event registration details within designated timelines. 2.2. Monitor registrations and generate registration reports for relevant personnel. 2.3. Identify and report on potential attendance issues emerging from registration information. 2.4. Prepare and issue client documentation, checking for accuracy and amending as required, within designated timeframes. 2.5. Generate and distribute final registration reports in agreed formats and styles according to organisational procedures and timelines. |
3. Prepare event registration materials. | 3.1. Prepare and check all registration materials and equipment prior to event. 3.2. Source and prepare required resources to address contingencies. 3.3. Check and reconfirm arrangements for event access. |
4. Set up on-site registration area. | 4.1. Establish contact with venue or site personnel and conduct site inspection, to establish familiarity and facilitate effective communication during event. 4.2. Locate and check registration set-up against pre-arranged agreements, ensuring traffic management is considered and optimised. 4.3. Identify registration area safety and access issues and resolve with venue or site personnel. 4.4. Check efficiency and working order of registration equipment and resolve or report deficiencies. |
5. Process on-site registrations. | 5.1. Check attendee registration details and provide event information and admission according to organisational procedures and event deadlines. 5.2. Identify, record and resolve registration discrepancies according to individual responsibility and organisational procedures. 5.3. Process on-site event payments. 5.4. Finalise and store registration records and resources. |
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:
process and administer registrations for six different attendees through to finalisation for at least two different types of events
produce registration reports for each of the above events on:
payment status
special needs or requests
demographics of attendees
attendance
tracking progress towards attendance forecasts
sources of registrations
coordinate registrations at event commencement for at least two different events, one of which must be a face-to-face event, including undertaking each of the following:
preparing registration materials and equipment
setting up registration and access
testing equipment functionality prior to event opening
processing attendee registrations
providing event information
resolving registration discrepancies
complete the above activities within commercial time constraints and deadlines.
Evidence of Knowledge
Demonstrated knowledge required to complete the tasks outlined in elements and performance criteria of this unit:
operation systems and software programs used to process and monitor event registrations
information required to administer registrations
registration processes for different event types
event registration materials and resources required for:
face-to-face events
hybrid events
virtual events
features of event programs, schedules, inclusions and specific costs
formats for, inclusions, and uses of:
financial administration documents for payments
event attendance documents
event registration reports
procedures for processing payments:
generating and issuing invoices and credit notes for changed registrations
receiving and recording payments
considerations for on-site registration areas:
adequate space for gathering or moving large numbers of people
access and egress
adequate sun and weather protection
emergency exits
profile of registration area for arriving attendees
safe positioning
safety of electrical cables
agreements with venue or site for registration set-up
considerations for virtual events:
internet access and bandwidth
information sharing protocols
technical requirements for client and attendees
capacity of event platforms.
Assessment Conditions
Skills must be demonstrated in:
an industry workplace; or
a simulated event set up for the purposes of assessment.
Assessment must ensure access to:
event registration documentation
registration equipment and materials
venues or sites where events are operated with a designated on-site registration area
operational and capacity information for event venues and sites
organisational procedures for processing event registrations
industry current templates for:
attendee lists
financial administration of payments
registration reports
industry current technology and software for processing event registrations
event registrants and venue and site personnel with whom the individual can interact. These can be:
registrants 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 documents detailing name, payment status and booking details for attendees interpret event information regarding event schedules, costs and conditions of sale. |
Writing skills to: | create accurate and succinct notes for special requests and event operational details. |
Oral communication skills to: | elicit information from clients about registration requirements liaise with event coordinators and managers on attendance issues. |
Numeracy skills to: | administer the accounting processes for event registrations interpret payment details for registrations and calculate under and over payments. |
Teamwork skills to: | work with venue or site personnel for smooth service delivery to attendees. |
Planning and organising skills to: | coordinate set-up of registration area for operational efficiency. |
Self-management skills to: | coordinate own workflow for processing and monitoring registrations within deadlines. |
Technology skills to: | use technology for processing event registrations. |
Sectors
Events