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Evidence Guide: SRXEVT003B - Coordinate events

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

 

SRXEVT003B - Coordinate events

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

Analyse opportunities to organise special events

  1. Assess the current market for events planned in a similar field and identify gaps in the delivery of service
  2. Prepare recommendations based on research and present to designated person(s)
Assess the current market for events planned in a similar field and identify gaps in the delivery of service

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Prepare recommendations based on research and present to designated person(s)

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Prepare brief

  1. Identify available resources, assess the financial situation and consider timeframes
  2. Draft brief, budgets and timeframes in line with research results and in accordance with the goals and objectives of the organisation
Identify available resources, assess the financial situation and consider timeframes

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Draft brief, budgets and timeframes in line with research results and in accordance with the goals and objectives of the organisation

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Coordinate details and delegate duties to team members

  1. Delegate various details of the event organisation to team members with guidelines provided for achieving goals within designated timelines
  2. Identify individual differences and abilities from appropriate roles and responsibilities and then allocate to suitable team members
  3. Establish performance requirements and evaluation criteria for the team and team members, agreed upon and recorded
  4. Monitor and evaluate progress of team members to ensure work is progressing to expectations
Delegate various details of the event organisation to team members with guidelines provided for achieving goals within designated timelines

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify individual differences and abilities from appropriate roles and responsibilities and then allocate to suitable team members

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Establish performance requirements and evaluation criteria for the team and team members, agreed upon and recorded

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Monitor and evaluate progress of team members to ensure work is progressing to expectations

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Develop contingency plans

  1. Formulate and implement contingency plans after an assessment of possible deviations from the norm
Formulate and implement contingency plans after an assessment of possible deviations from the norm

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Conduct post-event evaluations

  1. Assess delivery of event to determine whether the original needs were met effectively and efficiently
  2. Prepare reports and make recommendations are made
Assess delivery of event to determine whether the original needs were met effectively and efficiently

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Prepare reports and make recommendations are made

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

The Evidence Guide identifies the critical aspects, knowledge and skills to be demonstrated to confirm competence for this unit. This is an integral part of the assessment of competence and should be read in conjunction with the Range Statements

Critical aspects of evidence to be considered

Assessment must confirm sufficient knowledge of coordinating special events in the work environment

Assessment of performance should be over a period of time coveringthe prescribed number of categories from the Range Statements

In particular, assessment must confirm the ability to

identify gaps in the market for the delivery of special events

plan, budget and set timelines for a special event that is in line with goals and objectives of the organisation

coordinate the activities of team members during a special event

contingency plans are developed to be implemented in the event of a deviation from set operating procedures during the special event

prepare reports detailing an assessment of the special event

finalise financial accounts and prepare financial records for inspection by the auditor

Interdependent assessment of units

This unit must be assessed after attainment of competency in the following unit(s)

SRXEVT002B Organise meeting/event and provide on-site meeting/event management services

This unit must be assessed in conjunction with the following unit(s)

Nil

For the purpose of integrated assessment, this unit may be assessed in conjunction with the following unit(s)

SRXEVT004B Plan and manage conferences on behalf of management to achieve identified goals

SRXEVT008A Process and monitor event registrations

SRXEVT009A Develop a transport strategy for an event

SRXEVT010A Manage an event across a number of facilities

SRXEVT011A Environmental issues and events

SRXEVT012A Liaise with state/local government agencies

THHGCS05B Organise in-house functions

THTFME05A Select event venues and sites

THTFME06A Manage event contractors

THTFME07A Organise and monitor infrastructure for outdoor events

THTFME08A Integrate technology into the event management process

THTFME09A Develop and update knowledge of protocol

THTPPD08B Plan and develop event proposals and bids

THTPPD09B Develop conference programs

THTPPD10B Develop and implement sponsorship plans

Required knowledge and skills

Required knowledge

Organisation's policy and procedures for the management of meetings/events

Organisation's policy and procedures for contracting suppliers

Organisation's procedures for coordinating a function or event

Occupational Health and Safety (OH&S) and risk management procedures for coordination of functions and events

Knowledge of typical technical requirements for functions

Knowledge of typical layouts for functions

Development of promotional displays and material

Public relations knowledge for servicing of clients

Organisation's procedures for processing of accounts to be paid

Industrial Relations Act

Insurance laws

Local government by-laws

Required skills

Organisational skills in terms of event planning

Use of technology and equipment for coordination of events

Referral skills to identify to whom to refer difficulties with the venue or equipment

Research skills to seek information on the current market for events

Problem solving skills to identify the best course of action if equipment does not work during an event and/or insufficient staff or food arrives

Literacy skills to clarify information on current market gaps for special events

Resource implications

Physical resources - assessment of this competency requires access to

market research on special events

Human resources - assessment of this unit of competency will require human resources consistent with those outlined in the Assessment Guidelines. That is, assessors (or persons within the assessment team) must

be competent in this unit but preferably be competent in the unit at the level above

be current in their knowledge and understanding of the industry through provision of evidence of professional activity in the relevant area

have attained the mandatory competency requirements for assessors under the Australian Quality Training Framework (AQTF) as specified in Standard 7.3 of the Standards for Registered Training Organisations

Consistency in performance

Due to issues such as dealing with various sectors within the market, this unit of competency must be assessed over a period of time in order to ensure consistency of performance over the Range Statements and contexts applicable to conducting market research and identifying possible gaps in the delivery of special events

Context for assessment

This unit of competency must be assessed in the context of a sport or recreation activity with a range of real clients. For valid and reliable assessment the sport or recreation activity should closely replicate the work environment. The environment should be safe with the hazards, circumstances and equipment likely to be encountered in a real workplace

Assessment of this unit of competence will usually include observation of processes and procedures, oral and/or written questioning on required knowledge and skills and consideration of required attitudes

Where performance is not directly observed and/or is required to be demonstrated over a "period of time" and/or in a "number of locations", any evidence should be authenticated by colleagues, supervisors, clients or other appropriate persons

KEY COMPETENCIES

Collect, Analyse&Organise Information

Communicate Ideas&Information

Plan&Organise Activities

Work with Others&in Teams

Use Mathematical Ideas&Techniques

Solve Problems

Use Technology

2

2

3

2

-

2

1

These levels do not relate to the Australian Qualifications Framework. They relate to the seven areas of generic competency that underpin effective workplace practices.

The three levels of performance (1, 2 and 3) denote the level of competency required to perform the task:

Use routine approaches

Select from routine approaches

Establish new approaches

Collecting, analysing and organising information - Analysing information to determine trends and 'gaps' in the market

Communicating ideas and information - Writing reports and making recommendations on findings

Planning and organising activities - Making contingency plans after market research

Working with teams and others - Working with other organisational members

Using mathematical ideas and techniques - Not applicable

Solving problems - Dealing with staff problems at an event

Using technology - Using a computer for report writing

Please refer to the Assessment Guidelines for advice on how to use the Key Competencies.

Required Skills and Knowledge

Not applicable.

Range Statement

Range Statements

The Range Statements provide advice to interpret the scope and context of this unit of competence, allowing for differences between enterprises and workplaces. The Range Statements relate to the unit as a whole and helps facilitate holistic assessment. In addition, the following variables may be present for this particular unit of competency

CATEGORIES

Details

[all categories]

dates

venue

type of activity

format

entertainment

catering

travel arrangements

accommodation

marketing and promotion

specialised equipment

single event

multiple event

sanctions

first aid

individual participant needs

Deviations from the norm

[all categories]

weather conditions

duty of care

legal considerations

catering

numbers fluctuating from expected

staffing factors

disputes

internal

external

other factors outside the control of the organisation

Gaps in delivery of service

[all relevant categories]

location

venue

type of activity

categories

dates

Reports

[all categories]

financial acquittals

post event evaluation and recommendations

Resources

[all categories]

personnel

finances

facilities

sponsorship

Special events

[one category]

carnivals/sports tournament/matches/races

swimming

marathon

fun runs

triathlons

single event

multiple event

knockout contests

round robins

Team members

[four categories]

paid employees

volunteers

contractors

interested parties

organisation members

media outlets