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Evidence Guide: SITXEVT609 - 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

 

SITXEVT609 - 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. Consult with key stakeholders about exhibition objectives.
  3. Develop overall format in consultation with stakeholders.
  4. Develop a work schedule to address exhibitor recruitment and management requirements identifying key activities, interrelationships and timelines.
Assess proposed exhibition concept to determine planning and operational requirements.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Consult with key stakeholders about exhibition objectives.

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 identifying key activities, interrelationships and timelines.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Establish format for buyer and seller interaction.

  1. Determine most appropriate format for buyer and seller interaction based on analysis of exhibition objectives, operational constraints and consultation with key stakeholders.
  2. Establish and monitor procedures and systems for one to one appointment scheduling when required.
  3. Ensure format, systems and procedures integrate well with other exhibition components and considerations through liaison with colleagues and stakeholders.
Determine most appropriate format for buyer and seller interaction based on analysis of exhibition objectives, operational constraints and consultation with key stakeholders.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Ensure format, systems and procedures integrate well with other exhibition components and considerations through liaison with colleagues and stakeholders.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Recruit exhibitors.

  1. Develop clear, professional and legally compliant exhibitor prospectus, including breakdown of costs, benefits and other 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 clear, professional and legally compliant exhibitor prospectus, including breakdown of costs, benefits and other 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. Provide or organise exhibitor support services.
  2. Develop and distribute accurate and complete exhibitor kits at appropriate time.
  3. Provide or organise exhibitor operational support, including briefings and debriefings according to agreements.
  4. Pro-actively liaise with exhibitors and identify and resolve issues as required.
  5. Reduce negative environmental impacts through judicious use on printed materials.
Provide or organise exhibitor support services.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Provide or organise exhibitor operational support, including briefings and debriefings according to agreements.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Pro-actively liaise with exhibitors and identify and resolve issues as required.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Reduce negative environmental impacts through judicious use on 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

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:

recruit and manage exhibitors for exhibitions involving:

comprehensive exhibition plans

dedicated budgets

formal communications plans

multiple operational components

an exhibition operations team

a wide range of stakeholders

recruit and manage exhibitors for multiple and diverse exhibitions

liaise with exhibitors and other stakeholders during the planning and operation of exhibitions

integrate knowledge of:

characteristics of different types of exhibitions, their purposes and objectives

formats and options for bringing buyers and sellers together:

formats, features and inclusions for exhibitor documentation

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

Context of and specific resources for assessment

Assessment must ensure use of:

actual exhibitions for which exhibitors are recruited. Exhibitions 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

venues and sites where exhibitions are staged; these can be:

real exhibition venues and sites

exhibition venues and sites operated within a training organisation where real exhibitions are staged

exhibition stakeholders with whom the individual consults

comprehensive exhibition plans

dedicated event budgets.

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 exhibition documentation developed by the individual

questioning of exhibitors about their experience as a participant in the exhibition

use of case studies to assess individual’s ability to develop approaches for a range of different exhibitions with varying exhibitor profiles

written or oral questioning to assess knowledge of exhibition formats, options and management challenges

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:

SITXEVT608 Plan and allocate exhibition space.

Required Skills and Knowledge

Required skills

communication skills to consult, liaise and negotiate with exhibitors and other stakeholders on complex planning and operational issues

critical thinking skills to evaluate options and develop preferred approaches to exhibition formats

literacy skills to:

interpret and develop complex and varied exhibition management documentation

develop cohesive and complex exhibitor documentation

numeracy skills to work with budgets and concepts around scheduling and physical space

planning and organising skills to establish and manage cohesive operational procedures and systems

problem-solving skills to:

anticipate and respond to operational challenges when designing exhibition formats

take responsibility for resolving exhibitor problems during the exhibition.

Required knowledge

characteristics of different types of exhibitions, their purposes and objectives

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, features and inclusions for exhibitor documentation:

exhibitor prospectus

exhibitor kit

feedback documentation

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 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:

artists

designers

industry bodies

organising committees

seller representatives.

Exhibition objectivesmay relate to:

dollar value of business completed

industry education

industry exposure

media coverage

numbers and ratios of buyers and sellers

profile of buyers and sellers (e.g. balance between small and large, generalist and specialist, etc)

sponsor exposure.

Format for buyer and seller interactionmay be:

appointments made during exhibition period

combination of different formats

free flow

prearranged appointments

scheduled presentations, including plenary, workshops and carousel.

Exhibitor prospectusmay include information on:

attendance:

expectations

profile

endorsements and sponsorships

features and benefits

format

marketing initiatives

participation costs, at different levels

previous performance data

sample layouts and floor plans

support services:

accommodation

technology

travel

venue:

exhibition layouts

general information.

Exhibitor support servicesmay include:

accommodation

answering general enquiries

assistance with additional promotions

providing updated information

travel.

Exhibitor kitsmay include information on:

access

arrangements

delivery details

floor plans

sponsors

technical services

times and schedules

travel arrangements

venues.

Briefings and debriefingsmay include:

emergency procedures

exhibition information

maps:

location

venue

support materials.

Evaluation criteriamay relate to:

exhibitor, buyer and sponsor feedback

number of attending buyers

operational efficiency

profitability

venue service levels.