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Evidence Guide: SITEEVT005 - Plan in-house events or functions

Student: __________________________________________________

Signature: _________________________________________________

Tips for gathering evidence to demonstrate your skills

The important thing to remember when gathering evidence is that the more evidence the better - that is, the more evidence you gather to demonstrate your skills, the more confident an assessor can be that you have learned the skills not just at one point in time, but are continuing to apply and develop those skills (as opposed to just learning for the test!). Furthermore, one piece of evidence that you collect will not usualy demonstrate all the required criteria for a unit of competency, whereas multiple overlapping pieces of evidence will usually do the trick!

From the Wiki University

 

SITEEVT005 - Plan in-house events or functions

What evidence can you provide to prove your understanding of each of the following citeria?

Liaise with event customer to satisfy service expectations.

  1. Discuss and confirm purpose and scope of event or function with customer.
  2. Liaise with customer to determine specific operational needs, preferences and budget for event.
  3. Conduct site inspection as required.
  4. Hold ongoing discussions about event plans to satisfy all requirements and service expectations.
Discuss and confirm purpose and scope of event or function with customer.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Liaise with customer to determine specific operational needs, preferences and budget for event.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Conduct site inspection as required.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Hold ongoing discussions about event plans to satisfy all requirements and service expectations.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Prepare and confirm event proposal.

  1. Analyse and document event staging requirements based on detailed review of brief.
  2. Identify and pursue additional sales opportunities to ensure maximum event profitability.
  3. Develop options and ideas on event concept, theme and format for inclusion in event proposal.
  4. Verify operational and service practicality of proposal through consultation with colleagues and suppliers.
  5. Present proposal including accurate information on costs, range and style of products and services.
  6. Negotiate and agree on final event details.
  7. Prepare and issue relevant event documentation and update as required.
Analyse and document event staging requirements based on detailed review of brief.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify and pursue additional sales opportunities to ensure maximum event profitability.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Develop options and ideas on event concept, theme and format for inclusion in event proposal.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Verify operational and service practicality of proposal through consultation with colleagues and suppliers.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Present proposal including accurate information on costs, range and style of products and services.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Negotiate and agree on final event details.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Prepare and issue relevant event documentation and update as required.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Coordinate event services.

  1. Liaise with internal personnel and external suppliers to facilitate effective event planning.
  2. Identify potential environmental and social impacts and organise services to minimise impacts.
  3. Determine event components and create schedule to facilitate event service bookings.
  4. Issue event orders to venue departments and external suppliers according to event deadlines, and update as changes occur.
  5. Prepare and distribute operational documentation to internal personnel and suppliers according to organisational procedures.
  6. Develop and provide event briefings to relevant operations personnel in advance of event.
  7. Minimise use of printed materials and maximise electronic transmission of documents to reduce waste.
Liaise with internal personnel and external suppliers to facilitate effective event planning.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify potential environmental and social impacts and organise services to minimise impacts.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Determine event components and create schedule to facilitate event service bookings.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Issue event orders to venue departments and external suppliers according to event deadlines, and update as changes occur.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Prepare and distribute operational documentation to internal personnel and suppliers according to organisational procedures.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Develop and provide event briefings to relevant operations personnel in advance of event.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Minimise use of printed materials and maximise electronic transmission of documents to reduce waste.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Finalise event and evaluate operational success.

  1. Prepare final customer invoices and check and authorise payment of supplier invoices.
  2. Obtain feedback from customers and seek input from personnel and contractors on event operations.
  3. Evaluate operational problems.
  4. Use all information to enhance future event planning activities.
Prepare final customer invoices and check and authorise payment of supplier invoices.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Obtain feedback from customers and seek input from personnel and contractors on event operations.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Evaluate operational problems.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Use all information to enhance future event planning activities.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

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.

Required Skills and Knowledge

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 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.

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 setup, operation and break-down

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.