Application
Events are diverse in nature and this unit is relevant to any type of event coordinated in any industry context, including the tourism, hospitality, sport, cultural and community sectors.
This unit applies to event coordinators who operate independently, and are responsible for making a range of operational decisions. They may work in event management companies or in organisations which organise their own events.
Prerequisites
Not applicable.
Elements and Performance Criteria
Elements describe the essential outcomes of a unit of competency. | Performance criteria describe the performance needed to demonstrate achievement of the element. Where bold italicised text is used, further information is detailed in the required skills and knowledge section and the range statement. Assessment of performance is to be consistent with the evidence guide. |
1. Determine venue or site requirements. | 1.1 Review and analyse event proposal or plan and determine overall venue or site requirements. 1.2 Develop and document detailed and accurate venue or site specifications to facilitate the research and selection process. 1.3 Integrate the needs of all stakeholders into venue or site specifications. |
2. Source event venues and sites. | 2.1 Research potential venues and sites using appropriate information sources and research methods. 2.2 Assess the suitability of venues and sites against requirements outlined in venue specifications. 2.3 Evaluate capacity to deliver a range of quality outcomes through discussions with venue and site personnel. 2.4 Identify risk, regulatory and sustainability issues associated with venues and sites and evaluate during selection process. 2.5 Provide clear and accurate briefings on venue or site options to stakeholders, include recommendations and gain approvals. |
3. Confirm venue or site bookings. | 3.1 Make written bookings for venues or sites when selection process is finalised. 3.2 Review and sign venue or site contracts within appropriate timeframes and within scope of individual responsibility. 3.3 Integrate venue or site issues into event management plans. |
Required Skills
Required skills |
communication skills including active listening and open and closed questioning to: consult with venue or site personnel on capacity to meet event requirements provide clear and accurate stakeholder briefings on venue or site options critical thinking skills to: analyse event staging plans and determine venue or site requirements evaluate a range of venue or site options against complex specifications and make substantiated selection learning skills to seek and assimilate new knowledge of event venues and sites literacy skills to: read and interpret complex event plans and product and service specifications for venues and sites research, collate and analyse information on new venue and site options write detailed and accurate venue or site specifications numeracy skills to determine a range of spatial venue or site specifications including: attendee capacity size of assembly, storage and maintenance areas for event staging items size and capacity of various areas for seating, stands and on-site registration planning and organising skills to access and collate all information required for venue or site selection and to source and select venues or sites within designated deadlines problem-solving skills to anticipate and analyse risks associated with venues or sites and to resolve with risk management plans or abandon options before selection self-management skills to take responsibility for all processes involved in sourcing and selecting venues or sites for events teamwork skills to integrate the needs of all stakeholders when defining venue or site specifications and to consult with them during the selection process technology skills to use calculators, computers, printers, word processing and spread sheet software packages. |
Required knowledge |
operational and venue requirements for different types of events sources of information on event venues or sites for a broad range of event types key features of event venues or sites, especially those in the local area, and their capacity to service different types of events including venues for: exhibitions, expositions and fairs festivals meetings and conventions social functions event staging products and services offered by event venues or sites and their suitability for particular event types risk and regulatory issues associated with different types of venues and sites and methods of managing these social and environmental sustainability issues associated with different venues and sites including: water and energy use waste local community rights during operation of events maintenance of natural and cultural integrity operational structures within venues and sites, including relevant personnel, organisational relationships and reporting structures a range of formats for, inclusions and uses of: venue or site specifications for the staging of events venue or site contracts. |
Evidence Required
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: research and select appropriate venues and sites for events involving: comprehensive event plans dedicated event budgets formal communications plans multiple operational components an event operations team a wide range of stakeholders develop selection specifications, assess and choose venues or sites for multiple and diverse events integrate knowledge of: key features of event venues or sites, especially those in the local area, and their capacity to service different types of events key features and functions of event staging products and services offered by event venues or sites and their suitability for particular event types formats for and inclusions of venue or site specifications for the staging of events source and select venues or sites within commercial time constraints and event deadlines. |
Context of and specific resources for assessment | Assessment must ensure use of: actual events for which event venues and sites are selected. 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 venues and sites where events are operated; these can be: 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 event stakeholders with whom the individual consults venue personnel with whom the individual liaises during the selection process comprehensive event plans dedicated event budgets current and comprehensive event venue or site information: product information within sales kits, brochures, product manuals, supplier information kits or information databases site specifications, operational and capacity information technical production and staging specifications industry current template venue or site specifications for the staging of events. |
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: case studies that allow the individual to analyse event plans and determine venue or site requirements for multiple and diverse events evaluation of venue or site specifications developed by the individual review of a comprehensive portfolio prepared by the individual that documents the entire venue selection process including notes on the event plan, draft and final venue specification, notes on discussions with venue personnel, issues taken into account when assessing various venues to meet event requirements and rationale for the final selection written or oral questioning to assess knowledge of: key features of event venues or sites and their capacity to service different types of events key features and functions of event staging products and services offered by event venues or sites and their suitability for particular event types formats for and inclusions of venue or site specifications for the staging of events review of portfolios of evidence and third |
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: BSBWRT401A Write complex documents SITXEVT504 Organise event infrastructure SITXGLC501 Research and comply with regulatory requirements. |
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. | |
Event may include: | business and corporate entertainment and leisure exhibitions, expositions and fairs festivals fundraising government and civic marketing meetings and conventions social sports. |
Overall venue or site requirementsmay relate to: | attendee profile budget estimated attendee numbers event theme and image facilities and services to be provided location multiple: sites in one location venues at one site. |
Venue or site specificationsmay include requirements for: | access and timing for set access times for service personnel, client and attendees accommodation cost crowd control ease of access for attendees dates available facilities for the use of event operator personnel food and beverage location multiple: sites in one location venues at one site on–site management on-site registration facilities quality of service and service style security set up and capacity of: client displays and livery exhibitor or sponsor stands merchandising stands seating tables size and attendee capacity of: site venues size and availability of assembly, storage and maintenance areas for event staging items staffing: contractors venue staff storage facilities technical equipment and services: audio-visual pyrotechnics rigging sound and lighting special effects stage design and construction venue styling touring the event transportation waste management. |
Stakeholders may include: | attendees, delegates, guests or participants including those with disabilities clients colleagues contractors and suppliers emergency services host organisation sponsors state, territory and local government regulatory authorities volunteers. |
Information sourcesmay include: | convention and visitor bureaus destination brochures land management and protection agencies local, regional or state cultural, tourism and sporting organisations the Internet trade journals venue publications and directories. |
Research methodsmay include: | calling for tenders conducting desk research inspecting venues or sites using own event industry networks. |
Risk, regulatory and sustainability issuesmay relate to: | access complications liquor licensing minimisation of environmental impacts on the site number of contractors to be coordinated physical constraints safety issues security issues social and environmental sustainability credentials of venues or sites venue or site appeal for intended audience waste management. |
Sectors
Cross-Sector
Employability Skills
This unit contains employability skills.
Licensing Information
No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.