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Evidence Guide: SITXEVT604 - Develop and implement event management plans

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

 

SITXEVT604 - Develop and implement event management plans

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

Define planning requirements.

  1. Analyse event information, scope and objectives to determine planning requirements.
  2. Identify requirements for consultation and involvement of stakeholders in plan development.
  3. Assess internal and external factors for impact on event plan.
  4. Determine scope, nature and format of event plans.
Analyse event information, scope and objectives to determine planning requirements.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify requirements for consultation and involvement of stakeholders in plan development.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assess internal and external factors for impact on event plan.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Determine scope, nature and format of event plans.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Develop event plans.

  1. Consult with stakeholders to facilitate input and effective event planning.
  2. Identify risk, regulatory and sustainability issues and incorporate into plans.
  3. Take account of interrelationships between different event components and their planning impact.
  4. Integrate financial, human and physical resource specifications.
  5. Develop systems and procedures to support the planned event.
  6. Develop an internal and external communications strategy.
  7. Negotiate and agree event plans with stakeholders.
  8. Agree evaluation criteria for event success.
  9. Finalise event plans clearly identifying priorities, timelines, and responsibilities.
Consult with stakeholders to facilitate input and effective event planning.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify risk, regulatory and sustainability issues and incorporate into plans.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Take account of interrelationships between different event components and their planning impact.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Integrate financial, human and physical resource specifications.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Develop systems and procedures to support the planned event.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Develop an internal and external communications strategy.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Negotiate and agree event plans with stakeholders.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Agree evaluation criteria for event success.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Finalise event plans clearly identifying priorities, timelines, and responsibilities.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Monitor event plans.

  1. Implement and monitor activities according to agreed timelines.
  2. Provide support and assistance to colleagues involved in implementing the plan.
  3. Monitor implementation of integrated plans for multiple event components to ensure cohesive planning.
  4. Assess and respond to the need for adjustments to plans, systems and procedures.
  5. Provide progress and other reports according to event requirements.
Implement and monitor activities according to agreed timelines.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Provide support and assistance to colleagues involved in implementing the plan.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Monitor implementation of integrated plans for multiple event components to ensure cohesive planning.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assess and respond to the need for adjustments to plans, systems and procedures.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Provide progress and other reports according to event requirements.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Evaluate event and event plans.

  1. Obtain feedback from stakeholders according to predetermined evaluation criteria.
  2. Evaluate event for operational service efficiency, quality and achievement of objectives.
  3. Review and assess the effectiveness of event plans in delivering outcomes and identify deficiencies.
  4. Use information to enhance future event planning.
Obtain feedback from stakeholders according to predetermined evaluation criteria.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Evaluate event for operational service efficiency, quality and achievement of objectives.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Review and assess the effectiveness of event plans in delivering outcomes and identify deficiencies.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Use information to enhance future event planning.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

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

Overview of assessment

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

Evidence of the ability to:

develop and implement plans for multiple and diverse events involving:

dedicated event budgets

multiple operational components

an event operations team

a wide range of stakeholders

liaise with event stakeholders during the planning process

integrate knowledge of:

key planning concepts, techniques and steps in the planning process

event plan formats and inclusions

event performance measurement systems

risk, regulatory and sustainability issues associated with staging events and methods of managing these.

Context of and specific resources for assessment

Assessment must ensure use of:

actual events for which plans are developed and implemented. Events may be created for the specific purpose of skills assessment, but must still meet the requirements outlined under Critical aspects of assessment, and have commercial, community or business relevance. Small personal events are not appropriate as a means of assessing an individual’s skills and knowledge. Events can be operated in:

real event venues and sites

event venues and sites operated within a training organisation such as auditoria, exhibition areas, conference rooms, restaurants and sporting facilities where real events are staged

information to inform event plan development including dedicated event budgets and concept documents

stakeholders with whom the individual can interact.

Method 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 event plans prepared by the individual

review of event evaluations prepared by the individual

evaluation of reports prepared by the individual detailing the plan, how the planning process was undertaken, the ways in which implementation and evaluation of the plan and event operation were carried out and the lessons learned to inform future event planning

use of case studies that allow the individual to analyse event information and determine the scope, nature and format required for plans

problem-solving exercises to allow the individual to respond to the need for plan adjustments

written or oral questioning to assess knowledge of:

key planning concepts and techniques

risk, regulatory and sustainability issues and methods of managing these

review of portfolios of evidence and thirdparty workplace reports of onthejob performance by the individual.

Guidance information for assessment

The assessor should design integrated assessment activities to holistically assess this unit with other units relevant to the industry sector, organisation and job role, for example:

SITXEVT602 Develop event concepts.

Required Skills and Knowledge

Required skills

communication and negotiation skills to elicit diverse stakeholder input to complex event plans and negotiate agreements

critical thinking skills to:

analyse complex event information to determine planning requirements

develop practical and operationally sound event plans and management responses

literacy skills to:

interpret complex and varied event information from diverse sources

write complex event plans and performance measurement documents to facilitate event planning and evaluation

numeracy skills to interpret event budgets for diverse components and develop resource specifications within budgetary parameters

planning and organising skills to collect information from diverse sources, establish integrated event plans and regularly monitor event planning activities

problemsolving skills to address a broad range of operational issues at a management level

teamwork skills to consult with stakeholders and incorporate their views to develop effective event plans.

Required knowledge

sources of information that inform event plan development including:

event concepts

feasibility analysis

initial budget

proposals or bids

sources of revenue

internal and external factors and their impacts on event plans

key event planning concepts:

steps in the planning process

technologies that support effective event planning

methods for developing and managing integrated plans for multiple event components

communication strategies between stakeholders

stakeholder involvement and approval processes

plan formats and inclusions for different aspects of event management:

catering

human resources

regulatory compliance

risk management

safety and security

sponsorship

talent

technical equipment and services

venues or sites

evaluation and performance measurement systems for events:

formats and systems

qualitative and quantitative evaluation criteria

ways to evaluate achievement of criteria

sustainability considerations and ways of enhancing event sustainability:

environmental:

resource conservation

waste management

social:

community impacts

community involvement

issues that arise in the implementation of event plans, and strategies to address these.

Range Statement

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, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.

Stakeholdersmay include:

community agencies

customer or client

event management committee

external contractors

host organisation

internal personnel

government departments or statutory authorities

local businesses

media

sponsors.

Internal and external factors may include:

availability of external resources

capacity of organisation to manage the event

competing and complementary events

economic climate

sponsor requirements

regulatory requirements:

licensing

safety

security

risk management

sustainability considerations:

environmental

financial

social

venue capacity issues.

Systems and procedures may relate to:

communication:

lines of reporting

meeting schedules

protocols

documentation

management structures

resources:

financial

human

physical.

Evaluation criteriamay relate to:

communication

contingency management

operational efficiency

profitability

resource efficiency

success in meeting event objectives

stakeholder feedback.