This unit applies to the overall venue or site selection process for any type of event. It may be relevant in any industry context, but has particular application in the cultural, community, hospitality, sporting and tourism sectors.

A complex event comprising multiple components must involve:

need for a comprehensive and multifaceted event plan

need for a formal internal or external communications strategy

dedicated and diverse event budget

multiple administrative and operational components

a wide range of stakeholders

an event operations team.

Selection of an appropriate venue or site for a complex event requires the application of significant analytical and research skills as well as sound knowledge of venue or site issues that impact on different types of events. Individuals working autonomously with limited guidance from others undertake this role. This may include senior event coordinators or event managers.

Nil

ELEMENT

PERFORMANCE CRITERIA

1

Analyse venue or site requirements.

1.1

Analyse overall venue or site requirements based on detailed review of all aspects of the proposed event.

1.2

Develop accurate and complete venue or site specifications to facilitate the research process.

1.3

Integrate the needs of all stakeholders, including those with disabilities, into venue or site specifications.

2

Source event venues and sites.

2.1

Research potential venues and sites using appropriate information sources and research methods.

2.2

Assess the suitability of venues and sites based on comparison of services offered with event specifications.

2.3

Evaluate venue and site capacity to deliver a range of quality outcomes through broader investigation and negotiation and liaison with venue and site personnel.

2.4

Identify risk management issues associated with specific venues and sites and incorporate into broader event planning.

2.5

Assess the need for tentative bookings and take action promptly.

2.6

Coordinate multiple site or venue selection when required in a logical manner.

2.7

Provide clear and accurate briefings on venue or site options to colleagues and key stakeholders to include recommendations and rationale and gain appropriate approvals.

3

Confirm venue or site arrangements.

3.1

Confirm venue or site arrangements accurately in writing when the selection process is finalised.

3.2

Review and sign venue or site contracts within appropriate timeframes and within scope of individual responsibility.

3.3

Integrate specific venue or site planning issues promptly into overall event management systems.

This section describes the essential skills and knowledge and their level, required for this unit.

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

research skills to source and analyse a wide range of complex information and materials

critical thinking skills to evaluate a range of venue or site options against complex criteria and make substantiated selection

communication skills to liaise and negotiate with event stakeholders, including venue or site personnel

literacy skills to interpret varied and complex venue or site information and materials and to develop complex accurate event documentation

numeracy skills to estimate and negotiate costs for a range of on-site venue-related products and services.

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

operational requirements for different event types and their impact on the venue or site selection process.

information sources for venue or site information for a broad range of event types

different styles of venues and sites, the range of products and services offered and their suitability for particular event types

venue and site options within a given locality

presentation styles for venue or site information, typical information inclusions and how to interpret these

features and requirements of typical venue or site contracts

typical operational structures within different venues and sites, including relevant personnel, internal networks, organisational interrelationships and reporting structures

risk management and environmental impact factors relevant to different types of venue or site.

The evidence guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, the range statement and the Assessment Guidelines for this Training Package.

Critical aspects for assessment and evidence required to demonstrate competency in this unit

Evidence of the following is essential:

ability to research and select an appropriate venue or site for a complex event

ability to develop, interpret and analyse the range of information used in venue and site selection and confirmation process

knowledge of different venue and site options within the local area

conduct of venue or site selection process for at least two events, one of which becomes an event managed by the candidate.

Context of and specific resources for assessment

Assessment must ensure:

access to venues and sites relevant to different types of events

use of current industry documentation and publications relating to venues and sites

access to and liaison with venue personnel during the selection process

involvement of and consultation with event stakeholders.

Methods of assessment

A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit:

evaluation of the suitability of a venue or site selected by the candidate through attendance at the event

case studies to assess ability to source and select venues and sites for different types of event

review of documentation and specifications prepared by the candidate

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

Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:

SITXEVT009A Develop event concepts.

Assessing employability skills

Employability skills are integral to effective performance in the workplace and are broadly consistent across industry sectors. How these skills are applied varies between occupations and qualifications due to the different work functions and contexts.

Employability skills embedded in this unit should be assessed holistically with other relevant units that make up the skill set or qualification and in the context of the job role.

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording in the performance criteria is detailed below.

Overall venue or site requirements may relate to:

event theme and image

estimated numbers

facilities and services to be provided

budget

audience or delegate profile and location.

Venue or site specifications would include details related to:

budget parameters

availability

staffing

staging and capacity

technical capacity or potential

access and timing, such as for set-up and break-down

location and attendees' access issues

participant capacity

specific facilities and services, such as catering and size of area and equipment.

Stakeholders may include:

attendees, delegates, guests or participants

host organisation

contractors and suppliers

clients

sponsors

emergency services

state, territory and local government regulatory authorities.

Information sources may include:

local or regional and state cultural, tourism and sporting organisations

convention and visitor bureaus

land management and protection agencies

venue publications and directories

destination brochures

trade journals

internet.

Research methods may include:

using own event industry networks

conducting desk research

calling for tenders

inspecting venue or site.

A range of quality outcomes may be affected by:

assessment of previous experience with venue or site

level of cooperation shown by venue personnel

venue or site experience in holding similar events

willingness to negotiate on products, services and costs.

Assessment of the suitability of venues and sites may involve:

the cost of the site

availability of site staff and ability to fulfil event requirements

availability of facilities for the use of event operator personnel

appropriateness of staging and technical capacity

available access times for set-up and break-down

suitability of the location for easy attendee access

participant capacity and ability for crowds to be controlled to ensure the safety and well-being of personnel and participants at the site

capacity for security to manage the participants

quality of facilities and services

availability of on-site storage and maintenance areas

ability of site to accommodate services to manage personal comfort and any injury to attendees

environmental sensitivity of the site and ability to accommodate facilities to minimise environmental impacts e.g. correct waste disposal.

Risk management issues may relate to:

venue or site appeal for intended audience

physical constraints

safety issues

security issues

number of contractors to be coordinated

access complications

minimisation of environmental impacts on the site.

Multiple site or venue selection may relate to:

touring a single event

a single event requiring multiple sites

staging of related events in multiple locations.

Sector

Cross-Sector

Event Management

The required outcomes described in this unit of competency contain applicable facets of employability skills. The Employability Skills Summary of the qualification in which this unit is packaged will assist in identifying employability skills requirements.