Elements and Performance Criteria
- Prepare for on-site management
- Develop plans for on-site management in accordance with agreed procedures for the meeting or event.
- Check final arrangements for all aspects of the meeting or event and attend to any discrepancies.
- Create and collate materials to facilitate effective on-site management.
- Provide an accurate briefing to operational staff and contractors prior to the meeting or event in an appropriate format including clarification of roles and responsibilities.
- Oversee meeting/event set up
- Establish contact with the nominated contractor personnel at the appropriate time and reconfirm and agree to all requirements.
- Make and agree to any necessary adjustments with the contractor.
- Check all aspects of the event or meeting set up against the pre- arranged agreements including: ; availability of all materials and equipment; room set ups; staging; technical equipment; display and signage; food and beverage arrangements; registration areas.
- Check that all aspects of the venue space used and any equipment has been set up to allow for easy access, especially for those with disabilities, and to avoid risk of injury to guests, delegates and colleagues.
- Identify any deficiencies and discrepancies and take prompt action to rectify the situation.
- Brief any additional on-site staff on the full details of the meeting or event operation including communication and control mechanisms.
- Monitor meeting/event operation
- Monitor sessions and activities throughout the meeting or event through observation and appropriate reporting processes.
- Identify any problems as they arise and take prompt action to resolve the situation.
- Identify any additional requirements and promptly organise them.
- Liaise with the customer throughout the meeting or event to ensure it is progressing to his/her satisfaction.
- Liaise with all contractors on an ongoing basis to ensure effective delivery of services.
- Oversee meeting/event breakdown
- Oversee the break down of the meeting or event to ensure it is completed in accordance with agreements.
- Co ordinate the packing and removal of all materials and equipment in accordance with pre-arranged details.
- Check the venue to ensure items and belongings are not left behind.
- De brief with contractors if it is necessary to discuss any difficulties or suggestions for future improvements.
- Check and sign accounts in accordance with contractor agreements.
- Note any outstanding items requiring post-event action.