Unit Assessment Guide Unit Assessment Guide Unit details Unit code SITTTSL008 Unit name Book supplier products and services Unit purpose This unit describes the performance outcomes, skills and...

Unit Assessment Guide
Unit Assessment Guide
Unit details
    Unit code
    SITTTSL008
    Unit name
    Book supplier products and services
    Unit purpose
    This unit describes the performance outcomes, skills and knowledge required to make and administer customer bookings for products and services. It requires the ability to identify customer booking requirements, request and confirm them with suppliers, and administer all bookings through to finalisation.
The unit does not cover the skills required to receive and process an incoming reservation, which are covered in SITTTSL007 Process reservations.
The unit applies to frontline operations personnel who operate with some level of independence and under limited supervision. This includes travel consultants, inbound tour coordinators, visitor information officers, account managers for professional conference organisers, event coordinators, tour guides, banquet coordinators or managers, hotel guest relations officers, tour desk officers, and operations coordinators.
No occupational licensing, certification or specific legislative requirements apply to this unit at the time of publication.
    Elements and performance criteria
    For further information about this unit go to: http://training.gov.au/Training/DetailsSITTTSL008
    Unit outcome
    This unit is not graded. Your result will be recorded as Achieved Competence (AC) or Not Competent (NC)
    Pre-requisite/ Co-requisite units
    Nil
Assessment conditions
    Submission dates
    You are studying this unit online so be guided by the due date in your study guide.
    Submission instructions
    Your facilitator will give you advice about your assessment completion dates and how to submit your assessment.  Complete each of your assessment events and clearly include the event name and your own name.  For example: John Smith Assessment 1 SITTTSL008
    Student is required to provide the following materials and equipment
    Your facilitator will advise you of any additional materials you need to supply.
    TAFE is required to provide materials and equipment
    Your facilitator will provide access to necessary materials required for this unit or advise you otherwise.
    Additional resources
    You will be advised if additional resources are required.
    Facilitator support and supervision
    If you are unclear about any aspect of the assessment please contact your facilitator for guidance.
    Student collaboration
    Student collaboration is not permitted except for assessment events requiring group work, in which case your facilitator will advise you.
    Assessment attempts
    If your assessment requires more evidence of competency you may be given the opportunity to resubmit it. Your facilitator will advise you about the requirements for resubmission.
    General information
    Assessment is an important part of learning at TAFE NSW (click on the link)
When you begin your studies at TAFE NSW, you'll be given further information about assessment and how your results will be recorded and reported.
Information about assessment is provided in the following guide:
Every Student's Guide to Assessment in TAFE NSW (PDF, 207kB)
    Plagiarism and referencing
    If you engage in copying, colluding with another person, using unauthorised notes, or allowing another person to copy your work, you will be liable for disciplinary action as per Student Discipline Policy - TAFE NSW Whatever the form of assessment, it is essential that the work you are assessed on is your own. To validate the authenticity of your submitted work it may be checked used anti plagiarism software in addition it may be stored for future plagiarism checking.
Assessment plan
To demonstrate competence in this unit, you must successfully complete each of the following assessment events:
    Assessment Event 1
    Scenarios:
Task 1 – Jones Wedding – Event Equipment
Task 2 – Spekola Team Building Day – Keynote speaker booking and related travel arrangements
Task 3 – Spekola Team Building Day - Catering
There are three (3) Assessment Tasks requiring the following:
Task 1 – Jones Wedding – Event Equipment
a) Update the booking file with the client information
b) Update the booking file with the supplier information
c) Update the booking file with payment details
d) Prepare a confirmation letter and tax invoice for the customer
e) Complete a receipt for final payment
f) Prepare an information pack providing product and/or destination information.
Task 2 – Spekola Team Building Day – Keynote speaker booking and related travel arrangements
a) Update the booking with the client information
b) Update the booking file with the supplier information
c) Prepare a confirmation letter and tax invoice for the customer
d) Complete a receipt for final payment
e) Prepare an information pack providing product and/or destination information.
Task 3 – Spekola Team Building Day – Catering
a) Update the booking file with the booking information
b) Update the booking file with the supplier information
c) Prepare a confirmation letter and tax invoice for the customer
d) Complete a receipt for final payment
e) Prepare an information pack providing product and/or destination information.
Instructions
Read the following Scenario which relates to all three (3) tasks in this assessment.
Note:
Use today’s date as the date for the booking and your name as an employee of TravelEvents Connect.
When adding information to the booking file, leave blank any boxes you do not have details for.
Scenario
You work as the Event Coordinator for TravelEvents Connect, a Sydney based organisation offering a full service in event management and travel services.
Since starting in the organisation you have responded to many customer enquiries providing travel and events information and quotes for a variety of clients.
You recently sourced appropriate products and services for two clients.
Client 1: Mr John Jones - requiring event equipment for his wedding to be held at the Blue Mountains Resort Gardens, Blue Mountains.
Client 2: Sarah Brown, Learning & Development Manager, Spekola Promotions requires travel arrangements for a keynote speaker, Mr Foley, to attend Spekola’s upcoming Team Building Day. Catering for the event is also required.
Both clients have accepted your quotations and have requested that you proceed with the required bookings on their behalf.
As per your company’s customer service policy, the processing of booking requests must be actioned within 24 hours of receiving confirmation from the client or immediately if the customer identifies a specific urgency for their booking.
It is vital to record all information accurately in the booking file for your office records. This will ensure the booking process runs smoothly and details are not forgotten. Written documentation must then be provided to the customer confirming all arrangements.
TASK 1 – JONES WEDDING – COMPLETE THE BOOKING EVENT FILE
In this task you are to complete the event Booking File with details of the Jones / Lee Wedding.
Then prepare a confirmation letter and tax invoice to send to your clients and complete a receipt for final payment.
You will also prepare an information pack providing your client with product and / or destination information.
Overview
As the Event Coordinator for TravelEvents Connect, you have booked equipment for the Jones and Lee wedding ceremony and reception. You now need to enter all information into the client booking file for your office records. Refer to the details to be included in the booking file (below), and complete the blue highlighted areas in each section of the booking Event File on the following pages.
Details to be included in the booking file
(For the purpose of this task, assume the wedding date is 15 June 20— (next year)
    Customer Names:
    Mr John Jones and
Miss Cindy Lee
    Event Date:
    15 June 20__
    Client phone:
    0426 262021
    Client email:
    [email protected]
    Client address:
    Unit 26, 2 Snow Road, Rooty Hill NSW 2766
    Booking details:
    Booking of event equipment for wedding.
    Event
    Type of event: Wedding
Location of event: Blue Mountains Resort Gardens
Arrangements summary: Wedding equipment booked for Jones and Lee wedding; as outlined below.
Payment details: Deposit $1000 paid to supplier at time of booking; balance due – 04 May 20—(6 weeks prior to event).
    Supplier Details
    Supplier name: Event Marquee
Supplier Code: EVTM
Location of event: Blue Mountains Resort Gardens, Blue Mountains
Date of service:
Drop off: 14 June, 20-- at 0900
Pick up: 16 June, 20-- from 1400
Duration of hire: 3 days hire
Comments: Drop off day prior to event 0900hrs / pick up day after event from 1400hrs. Pick up must not be prior to 1400 due to cleaning.
Booking confirmation reference: EVTM/010
All items have been confirmed (OK) as booked.
    Quotes
    Supplier: Event Marquee
Supplier Code: EVTM
Wedding equipment:
1) Supplier ID Number: 11
1 x 10M x 15M Marquee with Wooden Flooring, Roof & Walls (capacity up to 250 attendees).
Cost: $14685.00 total including GST
2) Supplier ID Number: 12
26 x 1.8m Round Table.
Cost: $1485.60 total including GST
3) Supplier ID Number: 13
200 x Gold Tiffany Chairs for guests at reception.
Cost: $5700.00 total including GST
4) Supplier ID Number: 14
10 x Cross Back Chairs for wedding party.
Cost: $360.00 total including GST
5) Supplier ID Number: 15
210 x White Tiffany Chairs for ceremony on lawn.
Cost: $5985.00 total including GST
6) Supplier ID Number: 16
Trestle Tables x 4.
Cost: $204.00 total including GST
TOTAL COST: $28419.00 INCLUDING GST
    Invoice details
    Deposit: $1000 paid at time of booking
Final payment due: 04 May 20--
Form of payment: Mr Jones has advised he will pay by EFT (Electronic Funds Transfer).
Task 1 (a) CLIENT INFORMATION section
Mr John Jones and Miss Cindy Lee - require event equipment for their wedding to be held at the Blue Mountains Resort Gardens, Blue Mountains in June of next year.
Update the event Booking File with required CLIENT INFORMATION by completing the blue highlighted boxes.
    Event File – SD2017/1801 CLIENT DETAILS
    SD2017/1801
    Event Date: 15 June 2020
    Event Name:: Jones/Lee Wedding
    Date Event File created:
    31 Jan 2019
    Client Details
    Title
    First name
    Surname
    Preferred Name
    Title/Company Name
    Mr
    John
    Jones
    John
    N/A
    Miss
    Cindy
    Lee
    Cindy
    N/A
    File Summary
    Event
Date:
    15 June 2020
    Staff member:
    Mr. X
    Status
    Active
    Total Party Number
    210
    Balance Payment Date:
    
    Location:
    
Blue Mountains Resort Gardens, Blue Mountains
    Region
    NSW
    Order No:
    19
    Phone
    Area Code
    Number
    Ext
    City Code
    Email
    Client
    N/A
    xxx-xxx-xxxxx
    N/A
    SYD
    [email protected]
    John Jones
    Address
    Type
    
    Number/Street
    Suburb
    State
    Post Code
    Country
    Primary
    Home
    
    Unit 26, 2 Snow Road,
    Rooty Hill
    NSW
    2766
    Australia
    Yes
    
Task 1 (b) – SUPPLIER INFORMATION section
Update the event Booking File with required SUPPLIER INFORMATION by completing the blue highlighted boxes. (The first supplier information has been provided as an example)
    Event File – SD2017/1801 SUPPLIER INFORMATION
    SD2017/1801
    Event Date: 15 June 2020
    Event Name:: Jones/Lee Wedding
    Supplier details
    Supplier Name/
Supplier Code:
    Reference:
    Supplier ID
Number:
    Item details:
    Drop off
Date/time:
    Pick-up
Date/time:
    Cost (including GST)
    Status
    Event Marquee/EVTM
    EVTM/010
    11
    10M x 15M Marquee with wooden floor, Roof, Walls
    14JUN20--
0900
    16JUN20--
1400
    $14685.00
    OK
    Event Marquee / EVTM
    EVTM/011
    12
    26 x 1.8m Round Table
    14JUN20--
0900
    16JUN20--
1400
    $1485.00
    OK
    Event Marquee / EVTM
    EVTM/012
    13
    200 x Gold Tiffany Chairs
    14JUN20--
0900
    16JUN20--
1400
    $5700.00
    OK
    Event Marquee / EVTM
    EVTM/013
    14
    10 x Cross Back Chairs
    14JUN20--
0900
    16JUN20--
1400
    $360.00
    OK
    Event Marquee / EVTM
    EVTM/014
    15
    210 x White Tiffany Chairs
    14JUN20--
0900
    16JUN20--
1400
    $5985.00
    OK
    Event Marquee / EVTM
    EVTM/015
    16
    Trestle Tables x 4
    14JUN20--
0900
    16JUN20--
1400
    $204.00
    OK
    TOTAL COST
    $28419.00
    Booking
    Booking made with Mary, Event Marquee
    Comments
    NA
    Date (todays)
    31 Jan 2019
    Key:
Comments: General information
STATUS: OK = Confirmed
Task 1 (c) – PAYMENT section
Update the event Booking File with required PAYMENT details by completing the blue highlighted boxes.
    Event File – SD2017/1801 PAYMENT DETAILS
    SD2017/1801
    Event Date: 15 June 2020
    Event Name:: Jones/Lee Wedding
    
    Date:
    Type
    Comments
    31 Jan 2019
    Deposit
    $1000.00
    31 Jan 2019
    FOP
    EFT – Electronic Fund Transfer
    04 May 2020
    Balance
    $27419.00
    Key:
FOP: Form of payment
Balance: Balance of payment details
OK = confirmed
Task 1 (d) – Complete the CONFIRMATION LETTER and TAX INVOICE
Update the letter in this template (Page 1) and complete the blue boxes in the remaining pages (Pages 2 and 3).
In this letter you are to confirm to your client, John Jones, that the event equipment for his wedding has been booked and that the breakdown of the equipment, including costs involved and the booking conditions and payment requirements are attached. You should remind him to check all of the information provided is correct.
    
TravelEvents Connect Booking...