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Evidence Guide: SITEEVT019 - Recruit and manage exhibitors

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

 

SITEEVT019 - Recruit and manage exhibitors

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

Confirm exhibition scope and format.

  1. Assess proposed exhibition concept to determine planning and operational requirements.
  2. Clarify exhibition objectives with key stakeholders.
  3. Develop overall format in consultation with stakeholders.
  4. Develop a work schedule to address exhibitor recruitment and management requirements.
Assess proposed exhibition concept to determine planning and operational requirements.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Clarify exhibition objectives with key stakeholders.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Develop overall format in consultation with stakeholders.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Develop a work schedule to address exhibitor recruitment and management requirements.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Establish format for buyer and seller interaction.

  1. Determine most appropriate format for buyer and seller interaction.
  2. Establish and monitor procedures and systems for one-to-one appointment scheduling when required.
  3. Liaise with colleagues and stakeholders to ensure format, systems and procedures integrate well with other exhibition components and considerations.
Determine most appropriate format for buyer and seller interaction.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Establish and monitor procedures and systems for one-to-one appointment scheduling when required.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Liaise with colleagues and stakeholders to ensure format, systems and procedures integrate well with other exhibition components and considerations.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Recruit exhibitors.

  1. Develop a clear, professional and legally compliant exhibitor prospectus that includes breakdown of costs, benefits and relevant exhibitor information.
  2. Distribute and present exhibitor prospectus according to agreed targets and marketing plan.
  3. Maximise take-up of space and profitability through follow-up promotion and negotiation as required.
  4. Execute exhibitor contracts and agreements to include full details of commitments made by both parties.
Develop a clear, professional and legally compliant exhibitor prospectus that includes breakdown of costs, benefits and relevant exhibitor information.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Distribute and present exhibitor prospectus according to agreed targets and marketing plan.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Maximise take-up of space and profitability through follow-up promotion and negotiation as required.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Execute exhibitor contracts and agreements to include full details of commitments made by both parties.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Support exhibitors.

  1. Organise or provide exhibitor support services.
  2. Develop and distribute accurate and complete exhibitor kits at appropriate time.
  3. Organise or provide exhibitor operational support, briefings and debriefings according to agreements.
  4. Liaise with exhibitors to identify issues and resolve as required.
  5. Reduce negative environmental impacts through minimising use of printed materials.
Organise or provide exhibitor support services.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Develop and distribute accurate and complete exhibitor kits at appropriate time.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Organise or provide exhibitor operational support, briefings and debriefings according to agreements.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Liaise with exhibitors to identify issues and resolve as required.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Reduce negative environmental impacts through minimising use of printed materials.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Manage post-exhibition activities.

  1. Evaluate effectiveness of buyer and seller interactions based on agreed evaluation criteria.
  2. Follow up with exhibitors according to agreements, and seek feedback on exhibition operation.
  3. Incorporate outcomes of evaluation into future exhibition planning.
Evaluate effectiveness of buyer and seller interactions based on agreed evaluation criteria.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Follow up with exhibitors according to agreements, and seek feedback on exhibition operation.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Incorporate outcomes of evaluation into future exhibition planning.

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. Confirm exhibition scope and format.

1.1.Assess proposed exhibition concept to determine planning and operational requirements.

1.2.Clarify exhibition objectives with key stakeholders.

1.3.Develop overall format in consultation with stakeholders.

1.4.Develop a work schedule to address exhibitor recruitment and management requirements.

2. Establish format for buyer and seller interaction.

2.1.Determine most appropriate format for buyer and seller interaction.

2.2.Establish and monitor procedures and systems for one-to-one appointment scheduling when required.

2.3.Liaise with colleagues and stakeholders to ensure format, systems and procedures integrate well with other exhibition components and considerations.

3. Recruit exhibitors.

3.1.Develop a clear, professional and legally compliant exhibitor prospectus that includes breakdown of costs, benefits and relevant exhibitor information.

3.2.Distribute and present exhibitor prospectus according to agreed targets and marketing plan.

3.3.Maximise take-up of space and profitability through follow-up promotion and negotiation as required.

3.4.Execute exhibitor contracts and agreements to include full details of commitments made by both parties.

4. Support exhibitors.

4.1.Organise or provide exhibitor support services.

4.2.Develop and distribute accurate and complete exhibitor kits at appropriate time.

4.3.Organise or provide exhibitor operational support, briefings and debriefings according to agreements.

4.4.Liaise with exhibitors to identify issues and resolve as required.

4.5.Reduce negative environmental impacts through minimising use of printed materials.

5. Manage post-exhibition activities.

5.1.Evaluate effectiveness of buyer and seller interactions based on agreed evaluation criteria.

5.2.Follow up with exhibitors according to agreements, and seek feedback on exhibition operation.

5.3.Incorporate outcomes of evaluation into future exhibition planning.

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. Confirm exhibition scope and format.

1.1.Assess proposed exhibition concept to determine planning and operational requirements.

1.2.Clarify exhibition objectives with key stakeholders.

1.3.Develop overall format in consultation with stakeholders.

1.4.Develop a work schedule to address exhibitor recruitment and management requirements.

2. Establish format for buyer and seller interaction.

2.1.Determine most appropriate format for buyer and seller interaction.

2.2.Establish and monitor procedures and systems for one-to-one appointment scheduling when required.

2.3.Liaise with colleagues and stakeholders to ensure format, systems and procedures integrate well with other exhibition components and considerations.

3. Recruit exhibitors.

3.1.Develop a clear, professional and legally compliant exhibitor prospectus that includes breakdown of costs, benefits and relevant exhibitor information.

3.2.Distribute and present exhibitor prospectus according to agreed targets and marketing plan.

3.3.Maximise take-up of space and profitability through follow-up promotion and negotiation as required.

3.4.Execute exhibitor contracts and agreements to include full details of commitments made by both parties.

4. Support exhibitors.

4.1.Organise or provide exhibitor support services.

4.2.Develop and distribute accurate and complete exhibitor kits at appropriate time.

4.3.Organise or provide exhibitor operational support, briefings and debriefings according to agreements.

4.4.Liaise with exhibitors to identify issues and resolve as required.

4.5.Reduce negative environmental impacts through minimising use of printed materials.

5. Manage post-exhibition activities.

5.1.Evaluate effectiveness of buyer and seller interactions based on agreed evaluation criteria.

5.2.Follow up with exhibitors according to agreements, and seek feedback on exhibition operation.

5.3.Incorporate outcomes of evaluation into future exhibition planning.

Evidence of the ability to complete tasks outlined in elements and performance criteria of this unit in the context of the job role, and:

consult with stakeholders and develop the exhibition format and work schedule for one exhibition with multiple operational components which covers:

key exhibition activities

interrelationships between exhibitors, organisers and stakeholders

exhibition timelines

analyse operational constraints, review exhibition objectives, and consult with exhibition stakeholders to determine an appropriate buyer and seller format for the above exhibition

develop and distribute exhibitor prospectus that includes information on:

attendance expectations and profile

bump in/bump out details

contact details

exhibition

features and benefits of participation

insurance requirements

marking initiatives and exhibition promotion

participation costs and levels

previous exhibition performance data

sponsorship details

venue layout, floor plans and general information

follow up with prospective exhibitors and prospectus recipients to maximise take-up of space and exhibition profitability

develop evaluation criteria and evaluate exhibition effectiveness by measuring:

exhibitor, buyer and sponsor feedback

number of attending buyers

operational efficiency

profitability

venue service levels.

Demonstrated knowledge required to complete the tasks outlined in elements and performance criteria of this unit:

characteristics of different types of exhibitions, their purposes and objectives:

trade or industry

consumer

commercial

non-commercial

roles, responsibilities, interrelationships and hierarchy of control of different stakeholders in exhibition planning and operation

formats and options for bringing buyers and sellers together:

suitability of different formats for different types of exhibition

advantages and disadvantages of different formats

exhibition layouts in the relevant industry context

formats for buyer and seller interactions:

appointments made during exhibition period

combination of different formats

free flow

prearranged appointments

scheduled presentations

formats, features and inclusions for exhibitor prospectus kit and feedback documentation

exhibitor support services:

accommodation

answering general enquiries

assistance with additional promotions

briefings and debriefings

providing updated information

travel

information included in exhibitor kits:

access

delivery details

floor plans

sponsors

technical services

times and schedules

travel arrangements

venues

legal considerations for exhibitor recruitment and management:

consumer protection

public liability and duty of care

risks, issues and challenges commonly encountered in exhibitor management and ways to avoid and manage them.