- SITXEVT005A - Organise in-house events or functions
Assessor Resource
SITXEVT005A
Organise in-house events or functions
Assessment tool
Version 1.0
Issue Date: June 2024
This unit has particular relevance in the cultural, hospitality, sporting and tourism sectors to individuals working in venues with a responsibility for the internal coordination of events. This role requires a combination of sales, service and organisational skills, underpinned by sound knowledge of event management processes and procedures. Those undertaking this function work autonomously, but within a framework of organisational systems and procedures and with some limited guidance from others.
This unit describes the performance outcomes, skills and knowledge required to organise in-house events or functions from the perspective of an individual working within a commercial venue. The skills required by independent event organisers are covered in other Events units.
No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.
You may want to include more information here about the target group and the purpose of the assessments (eg formative, summative, recognition)
Prerequisites
Nil
Employability Skills
The required outcomes described in this unit of competency contain applicable facets of employability skills. The Employability Skills Summary of the qualification in which this unit is packaged will assist in identifying employability skills requirements.
Evidence Required
List the assessment methods to be used and the context and resources required for assessment. Copy and paste the relevant sections from the evidence guide below and then re-write these in plain English.
The evidence guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, the range statement and the Assessment Guidelines for this Training | |
Critical aspects for assessment and evidence required to demonstrate competency in this unit | Evidence of the following is essential: ability to coordinate the complete event organisation process and ensure services meet agreed requirements accuracy in presentation of event information and the ability to tailor venue services to meet client needs knowledge of the types and range of event services that may be required by different clients demonstration of skills through the organisation of more than one event presence of typical workplace time constraints for the completion of tasks. |
Context of and specific resources for assessment | Assessment must ensure: access to and demonstration of skills within a suitable venue for the operation of an event project or work activities conducted over a period of time so that the candidate is able to coordinate the complete event organisation process access to industry-current technology used in the event organisation process use of industry-current event documentation. |
Methods of assessment | A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit: review of actual event documentation and reports prepared by the candidate evaluation of an event organised by the candidate, including documentation and operational efficiency and cohesiveness evaluation of reports prepared by the candidate detailing the way in which a particular event was organised and highlighting key issues and challenges in the event organisation process written and oral questioning or interview to test knowledge of event coordination procedures and materials review of portfolios of evidence and third-party workplace reports of on-the-job performance by the candidate. |
Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended. | |
Assessing employability skills | Employability skills are integral to effective performance in the workplace and are broadly consistent across industry sectors. How these skills are applied varies between occupations and qualifications due to the different work functions and contexts. |
Submission Requirements
List each assessment task's title, type (eg project, observation/demonstration, essay, assingnment, checklist) and due date here
Assessment task 1: [title] Due date:
(add new lines for each of the assessment tasks)
Assessment Tasks
Copy and paste from the following data to produce each assessment task. Write these in plain English and spell out how, when and where the task is to be carried out, under what conditions, and what resources are needed. Include guidelines about how well the candidate has to perform a task for it to be judged satisfactory.
This section describes the essential skills and knowledge and their level, required for this unit. |
The following skills must be assessed as part of this unit: organisational skills to coordinate a complete event within a framework of existing venue procedures and systems problem-solving skills to anticipate and respond to a range of event planning and operational issues communication and interpersonal skills to establish and conduct positive business relationships with internal and external clients literacy skills to develop and interpret a range of event documentation numeracy skills to estimate and calculate costs of different services and products. |
The following knowledge must be assessed as part of this unit: general characteristics of different types of events and event clients for different styles of venue role of different venue personnel in the event management process, including the relationships of different venue personnel to clients understanding of event costings and venue profitability requirements range and general features of typical internal and external services required for different types of events, including: catering technical use of space or different layouts security entertainment display and decoration current industry practice in relation to use of different services and technologies typical event coordination procedures and systems within a commercial venue types of problems that commonly occur during event planning and operations purposes and features of various types of documentation used to control the event management process within a venue safety legislation and requirements that impact on event set-up and operation. |
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 in the performance criteria is detailed below. | |
Specific event operational requirements may relate to: | catering technical equipment overall format and style access bump-in and bump-out security timing. |
Options and ideas may relate to: | different approaches to use of space refining or adjusting catering options ideas about technical requirements possible use of other suppliers. |
Additional sales opportunities may include: | extra services upgraded services. |
Event documentation may include: | access and security details booking conditions confirmations financial documents, including invoices and receipts running sheets service vouchers information packs. |
Internal and external resource requirements may include: | entertainment equipment furniture catering security display or decoration other specialist services, such as interpreters. |
Event impacts may relate to: | access crowds noise security staffing requirements. |
Event briefings may be verbal or written and may be for: | internal staff external suppliers participants staff in client organisation. |
Operational problems may relate to: | failure to provide agreed services deficit in quality of services being provided non-performance of internal or external suppliers technical malfunctions last minute changes in client requirements unforeseen incidents or circumstances. |
Post-event administrative requirements may include: | finalising accounts collating event feedback. |
Copy and paste from the following performance criteria to create an observation checklist for each task. When you have finished writing your assessment tool every one of these must have been addressed, preferably several times in a variety of contexts. To ensure this occurs download the assessment matrix for the unit; enter each assessment task as a column header and place check marks against each performance criteria that task addresses.
Observation Checklist
Tasks to be observed according to workplace/college/TAFE policy and procedures, relevant legislation and Codes of Practice | Yes | No | Comments/feedback |
---|---|---|---|
Liaise with client to establish specific event operational requirements. | |||
Provide costings to client in line with organisation procedures and profitability requirements. | |||
Develop options and ideas in consultation with colleagues and suppliers to assist client with event planning. | |||
Identify and pursue additional sales opportunities through effective communication with client. | |||
Negotiate and agree upon final event details, with confirmation in writing provided to client, including financial and other conditions. | |||
Prepare, maintain and issue relevant event documentation to clients and suppliers. | |||
Liaise with appropriate colleagues and suppliers to facilitate effective planning of event services. | |||
Identify and organise appropriate internal and external resource requirements. | |||
Research relevant information about new or previously unused services for incorporation into current and future events. | |||
Identify and consider possible event impacts and take appropriate action to address these impacts. | |||
Prepare, update and distribute event documentation to clients, relevant colleagues and suppliers according to organisation procedures. | |||
Prepare and organise relevant event briefings in a timely fashion. | |||
Monitor event set-up and operation according to service agreements and relevant safety requirements. | |||
Promptly identify operational problems and take appropriate action to resolve. | |||
Obtain feedback from clients, colleagues and suppliers and use or share this information for future event organisation. | |||
Finalise post-event administrative requirements accurately and promptly. |
Forms
Assessment Cover Sheet
SITXEVT005A - Organise in-house events or functions
Assessment task 1: [title]
Student name:
Student ID:
I declare that the assessment tasks submitted for this unit are my own work.
Student signature:
Result: Competent Not yet competent
Feedback to student
Assessor name:
Signature:
Date:
Assessment Record Sheet
SITXEVT005A - Organise in-house events or functions
Student name:
Student ID:
Assessment task 1: [title] Result: Competent Not yet competent
(add lines for each task)
Feedback to student:
Overall assessment result: Competent Not yet competent
Assessor name:
Signature:
Date:
Student signature:
Date: