EVENT MANAGEMENT
Unit: Coordinate onsite event registrations
TASK: A Simulated assessment conducted in your home/office
`Unit Assessment Guide Unit details Unit code SITEEVT003 Unit name Coordinate on-site event registrations Unit purpose This unit describes the performance outcomes, skills and knowledge required to prepare for and process on-site attendee registrations at events. It requires the ability to collect and collate all registration materials in advance of the event, set up the registration area, and check attendee registration details before admission. This unit is relevant to events that are diverse in nature and are coordinated in many industry contexts, including the tourism, hospitality, sport, cultural and community sectors. It applies to event operations personnel who operate with some level of independence and under limited supervision. They may work in event management companies, in event venues, or in organisations that organise their own events. Elements and performance criteria For further information about this unit go to: http://training.gov.au/Training/DetailsSITEEVT003 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 plan To demonstrate competence in this unit, you must successfully complete each of the following assessment events: Event 1 Portfolio - Coordinate on-site event registrations (Annual Australian Conference) Event 2 Portfolio - Coordinate on-site event registrations (Manly Scenic Fun Run & Walk) Event 3 Short answer questions Assessment conditions Submission dates You should follow your study guide to determine suitable dates to submit each assessment event for marking. Submission instructions Your assessment events must be submitted online via the Studespace website. · Complete each of your assessment events and save your files with the event name and your own name – for example: Event1_john_smith. · Upload your assessment event files and any other additional attachments to the space provided in the Studespace online learning platform. Student is required to provide the following materials and equipment To complete this assessment, you will need to provide: · A personal computer with internet access · Access to a workplace and workplace events TAFE is required to provide materials and equipment To complete this assessment, your facilitator will provide access to: Nil Additional resources Nil Facilitator support and supervision There is no facilitator supervision required for these assessment events. If you are unclear about any aspect of the assessment please contact your facilitator for guidance. Student collaboration Student collaboration is not permitted. Assessment attempts You have two attempts on each event. General information Click here for general information about assessment at TAFE NSW. Plagiarism and referencing Plagiarism is taking the ideas or writings of others and presenting them as if they were original to the user. This includes copying, quoting or paraphrasing text, images or ideas without crediting the original source. All students are expected to correctly credit and reference sources used within assessment items. There are strict penalties for students found to be in breach of these guidelines. Assessment events Assessment event 1: Portfolio – Annual Australian Conference This event requires you to submit a portfolio of evidence that demonstrates your ability to coordinate on-site event registrations. Your portfolio of evidence must be based on the TravelEvents Connect Scenario (provided below) and include the following items: 1. A completed Registration Checklist 2. Draft of an email to the venue/site operator 3. Registration Team - Staff briefing notes 4. Video role-play - Set up a mock registration area Here is a brief outline of what you are required to do in each task of this assessment event. Further instructions follow for each task. You must meet the criteria below in order to successfully complete this assessment event. 1. Registration Checklist Complete the Registration Checklist based on the scenario provided. Your checklist must: 1. Identify the event name, date and venue. 2. List and describe all tasks to be undertaken in order to co-ordinate event registration processes as outlined in the template. 2. Email to venue/site operator Draft an email to Jackson Reeves, Events Coordinator at the Melbourne Convention and Exhibition Centre. The email must: 1. Establish contact to facilitate effective communication. 2. Reconfirm arrangements for access and registration set-up on day of event. 3. Staff briefing notes Submit staff briefing notes. Your document must include: 1. A description of how staff should welcome attendees. 2. Explanation of required processes as outlined in the template. 4. Video role-play - Set-up a mock registration area Video recording of a mock registration area & event registration role-plays created by student. Instructions · Read the TravelEvents Connect Scenario · Complete each task · Use the templates included for each task. Scenario - TravelEvents Connect As the Event Assistant for TravelEvents Connect you have been tasked with planning, preparing for and coordinating the on-site registration for your organization’s Annual Australian Conference as per the Scenario below. TravelEvents Connect is recognised as an award-winning travel and event management company providing service to corporate clients and delivering industry events such as the Annual Australian Conference. The Annual Australian Conference is a two-day conference being held at the Melbourne Convention Centre, Melbourne on 16 June (next year) for 150 guests. On the first evening, there will be a networking cocktail party event from 5.30pm-7.30pm and a Gala dinner will be held on the second evening from 7.30pm until 11pm. The purpose of this conference is to provide industry networking opportunities and to present research and information on current and emerging trends in the travel and events industry. There are two intended streams running concurrently (at the same time) at the conference: Travel technology Trends in destinations and purpose of travel In your role as an Event Assistant with TravelEvents Connect you have been tasked with: · Preparation of on-site registration materials and equipment · Strategies for minimisation of printed materials and maximisation of electronic documents · Set up of registration area including on-site contingencies and site safety and access considerations · Processing on-site registrations (including payments) and finalising records. SITEEVT003_UAG_At home version - 21NOV17.docxCreated: 13/03/14 Revised: 17/01/19 Page 2 of 34 Task 1: Registration set-up Checklist You have been asked by the Event Manager to begin preparations for registration at the event. Complete the Registration Set-up Checklist template below to outline what is required for: · registration materials and equipment · processes required for setting up the registration area Identify event name, date and venue Item Considerations List materials and equipment required for set-up of the registration area at the event. Strategies for minimising printed materials and maximising electronic documents Outline the process for set up of the registration area Effective set-up and display of signage and promotional display materials Describe the potential registration area safety and access issues. Plans for testing efficiency and working order or registration equipment and resolve or report any deficiencies. Task 2: Draft email to venue/site operator You have been advised that you will have access to set-up the registration area from 8.30am on the day of your event. Draft an email using the template below to Jackson Reeves, Venue Coordinator (email:
[email protected]) at the Melbourne Convention and Exhibition Centre. The email must: 1. Establish contact to facilitate effective communication. 2. Reconfirm arrangements for access and registration set-up on day of event. To: From:
[email protected] Subject: Dear Kind regards, Your name Event Assistant TravelEvents Connect Task 3: Registration team – Staff Briefing Notes Prepare staff briefing notes using the template provided below. This will be used by your event registration team to assist with training, and to ensure uniformity of the team on the day and will also assist with reducing errors while processing registrations. Your document must: 1. Describe how staff should welcome attendees. 2. Explain the process for: · Checking and recording of attendee registration details. · Inclusions and distribution of event documentation. · Processing on-site event payments. · Close up of onsite registration including finalisation of registration records and packing up and storage of registration resources. Registration team – Staff Briefing Notes Procedures for welcoming attendees, including an appropriate greeting. How staff are to process on-site event payments. The process for checking attendee registration details for those pre-registered and providing event documentation. A list of documentation that will be provided to participants. The types of event information that needs to be communicated to participants. How event registration records will be finalised. Outline the requirements for packing up and storage of registration resources. Task 4: Video role-play To prepare for the video role-play you will need to set up a mock registration area for this event and then conduct your role-play. For this event, the majority of delegates will be registering electronically prior to the event. Anticipated numbers registering on the day is approximately 40. The allocated time allowed for registrations on the day is 30 minutes and to ensure a timely process, you have organised four (4) registration staff. As the Event Assistant, you will need to demonstrate how to register five (5) attendees to an employee who was unable to attend a registration training session conducted on the previous day. Notes · You may use a simple video camera such as those found on most smart phones. It would be advisable to make separate recordings for each attendee to keep video file size to a minimum. · If you would like to use a different method of videoing or recording, please consult with your facilitator to ensure your method is acceptable. Instructions · Organise a location and any equipment to record the video. · Set up a mock registration desk for the Annual Australian Conference. · Find individuals who can role-play as attendees during the registration process (these can be colleagues, family or friends). · During your role-play you will need to: · Refer to the Attendee List (Appendix B below) and select five (5) attendees appropriate to the following criteria: · Respond to an attendee with special needs and expectations (e.g. wheelchair) · Respond to an attendee from a diverse background (e.g. a special meal request) · Interpret payment details for a registration and calculate any under or over payments (e.g. an attendee overpaid or underpaid online) · Ensure that you interact with each attendee in a polite, professional and friendly manner · Process on-site registrations in a commercially acceptable time-frame · Use calculators, computers, software programs, printers and/or other business technology for processing event registrations · Use the Event order form (Appendix A below) to demonstrate the process of documenting accurate customer and event operational details, customer notes and receipts if required (note: you do not need to submit this form). · Upload your video according to the instructions provided by your facilitator. How to set up your mock registration desk You will require the following documentation, equipment and materials: Event registration documentation: · Appendix A: Event order form/receipts · Appendix B: Attendance lists which includes the names of guests, payment