This unit applies to individuals managing events in any industry context, but it is particularly relevant to 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.

On-site management of a complex event requires considerable organisational, communication, negotiation and problem-solving skills as well as detailed knowledge of the range of issues and challenges that impact on event operations. Those with managerial responsibility undertake this role.

Nil

ELEMENT

PERFORMANCE CRITERIA

1

Prepare for on-site management.

1.1

Develop plans and procedures for on-site management based on assessment of overall event requirements.

1.2

Analyse final arrangements for all aspects of the event and address any discrepancies or outstanding matters.

1.3

Develop and collate materials to facilitate effective on-site management.

1.4

Organise and provide accurate event briefings to operational staff and contractors prior to the event, including clarification of roles and responsibilities.

2

Oversee event set-up.

2.1

Establish contact with relevant contractors at the appropriate time and reconfirm all requirements.

2.2

Assess all aspects of event set-up against the prearranged operational agreements.

2.3

Assess set-up to ensure appropriate access and safety issues have been addressed.

2.4

Identify any deficiencies and discrepancies and take prompt action to negotiate any necessary adjustments with the appropriate contractor to rectify the situation.

2.5

Brief any additional on-site staff on full details of the meeting or event operation, including communication and control mechanisms.

3

Monitor event operation.

3.1

Monitor event operation through observation and appropriate communication and control mechanisms.

3.2

Identify and analyse operational problems or need for additional services as they arise and take prompt action to address.

3.3

Liaise with the client throughout the event to ensure it is progressing to his or her satisfaction.

3.4

Monitor and ensure effective delivery of services through ongoing liaison with contractors.

4

Oversee event break-down.

4.1

Ensure event break-down is completed according to agreements.

4.2

Debrief operational staff and contractors as required with view to future operational and service improvements.

4.3

Check and sign accounts according to contractor agreements.

4.4

Assess matters requiring post-event action and initiate relevant processes.

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:

critical thinking skills to evaluate and assess event requirements for on-site management

problem-solving skills to evaluate and address a wide range of unpredictable operational issues within tight time constraints

communication skills to lead, liaise and negotiate with a wide range of stakeholders on potentially complex and unpredictable operational issues

negotiation skills to allow for on-the-day negotiations where time constraints play a key factor

literacy skills to interpret and develop potentially complex event documentation

numeracy skills to address a range of operational and planning issues that may include the need to manage the flow of a large number of people and work quickly and accurately with budget figures and estimates.

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

typical systems, procedures and logistics for on-site management, including:

contractor communication mechanisms and protocols, including main liaison person within a venue, hierarchy of control and walkie-talkie options

operational control documents, such as running sheets and how they are used

techniques for managing stress and time during the operation of an event

detailed characteristics of written contractor documentation across a wide range of services, including venue, technical, catering and staging

safety and risk issues associated with different types of event, such as movement of numbers of people and security issues in particular situations

environmental impacts and minimal impact practices for the construction, maintenance and disposal of event staging components

correct and environmentally sound disposal methods for all types of waste and in particular for hazardous substances.

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 manage the efficient, environmentally protective and safe on-site operation of an event, including all aspects of preparation, set-up, operation and move-out

knowledge of the range of issues and problems that may arise during the conduct of meetings and events

demonstration of skills in managing the on-site aspects of more than one complex event

presence of commercially realistic time pressures related to the operation of an event.

Context of and specific resources for assessment

Assessment must ensure:

participation of a team of operational staff involved in delivering an event

involvement of suppliers of equipment and services

realistic ratios of operational staff to participants, delegates or guests

use of meeting and event operational documents and equipment.

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 operational efficiency and service quality at an event site-managed by the candidate

evaluation of reports prepared by the candidate on the event management process, including the issues and challenges associated with delivering effective outcomes

review of documentation, such as running sheets and other site management plans prepared by the candidate

review of staff or supplier briefing documents and reconfirmation checklists prepared by the candidate

written and oral questioning or interview to test knowledge of management procedures and systems, event documentation requirements and negotiating techniques

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:

SITXMGT003A Manage projects.

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.

Plans and procedures for on-site management may be related to:

registrations

organising committee

record-keeping and reporting

special needs

risk management

crowd control

event timings

contractor communication

minimisation of environmental impacts on the site.

Materials to facilitate effective on-site management may include:

running sheets

copies of agreements with clients

copies of agreements with all contractors

contact numbers for all contractors

contact numbers for emergency services

briefing papers

pre-determined processes and procedures for managing risks to personnel, participants and he site environment.

Event briefings may be:

face-to-face

in writing

on telephone.

Relevant contractors may include:

venues

speakers and facilitators

staging suppliers

display suppliers

caterers

entertainers

equipment hire companies.

Prearranged operational agreements may relate to:

the correct installation of infrastructure and facilities to ensure minimal impacts to the site

availability of materials and equipment

room set-ups

staging and technical equipment

display and signage

food and beverage arrangements

registration areas.

Deficiencies and discrepancies may include:

incorrect room set-ups

incorrect staging

faulty or unavailable technical equipment

lack of equipment to manage displays and signage

shortage of food and beverage

inappropriate space in registration areas

inappropriate management of risk to personnel, participants and the site environment.

Communication and control mechanisms may include:

guidelines on hierarchy of control and associated reporting lines during the event

regularity of updates to event managers

specific performance indicators

contingency plans.

Event break-down may involve:

the correct removal of infrastructure and facilities to ensure site is left in good condition

packing and removing items

debriefing participants, exhibitors and contractors

liaising with venue and site personnel.

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.