Unit Assessment Guide Unit details Unit code SITEEVT010 Unit name Manage on-site event operations Unit purpose This unit describes the performance outcomes, skills and knowledge required to manage...

Unit Assessment Guide
Unit details
    Unit code
    SITEEVT010
    Unit name
    Manage on-site event operations
    Unit purpose
    This unit describes the performance outcomes, skills and knowledge required to manage on-site operational activities for the staging of events. It requires the ability to finalise operational plans, oversee event set-up, execution and break-down, and evaluate the operational success of events. 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 coordinators and managers as well as venue duty, front of house and operations managers who operate independently, and are responsible for operational decisions. 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/Details/SITEEVT010
    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
    Short answer questions - Knowledge evidence
    Event 2
    Portfolio of tasks - Scenario
Assessment events
    Submission instructions
Please see your facilitator in order to determine suitable dates to submit each assessment event for marking.
    
    Student is required to provide the following materials and equipment
Your assessment events must be submitted online via the Studespace website as per the instructions on the course introduction page.
    ·
    Additional resources
Nil required
    ·
    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
If you do not successfully complete an assessment event you may be given the opportunity to have a second attempt. This must be negotiated with your facilitator
    
    Assessment feedback, review or appeals
Teachers will provide feedback within 10 business days after all assessment activities have been conducted.
You may appeal an assessment decision within three weeks of receiving your results.
To request a review of your results contact your teacher or head teacher.
If they are unavailable, ask Student Administration to assist you.
More information about assessment is available in “Every Student’s Guide to Assessment in TAFE NSW” online https://www.tafensw.edu.au/courses/assessment/assets/pdf/assessment_guide.pdf
    
    Plagiarism and referencing
If students engage in cheating such as copying, colluding with another person, using unauthorised notes, or allowing another person to copy your work, students will be liable for disciplinary action as per Student Discipline Policy TAFE NSW. Whatever the form of assessment, it is essential that the work students are assessed on is their own.
    
Assessment event 1:Short answer questions
This event requires you to submit responses to short answer questions that demonstrate your knowledge of managing on-site operational activities for the staging of events.
    You must meet the criteria below in order to successfully complete this assessment event.
    1.  Responses to short answer questions
    Your responses must:
1. Be answered correctly.
2. Provide details addressing all parts of each question with examples as appropriate.
3. Use clear and concise language to ensure the intended meaning is understood.
4. Provide references to the source of information, as relevant.
Questions
1.     Safety considerations, access and regulatory guidelines
a. List three (3) techniques for managing stress during the operation of an event.
    Your answer
    During the operation of an event, the managers and coordinators have to accomplish various tasks. Sometimes, excess work creates stress and there can be various techniques to manage stress at the time of operation of the event. The first and foremost technique to manage stress can be keeping a positive attitude while managing the event operations. There can be several reasons for stress and these can be handled by keeping a positive attitude while working. Sometimes, the work can seem like a burden and this can be addressed by keeping a positive attitude towards the operations of the event. While handling the operations of the event and keeping the positive attitude at the time of conduction can help in reducing stress and the work can be accomplished within time (Jones, 2017). Another strategy can be proper prioritizing and organizing. In order to manage stress at the time of conducting event operations, proper planning and prioritizing work activities can be helpful. A delegation of work is possible throughout the team to reduce stress. Work must be done as per the priorities and importance of the same. In this way, the activities can be ranked on the basis of urgency so that confusions can be eliminated and duplication of work can be avoided. Laughing and smiling can also be a way to reduce and handle stress. The event manager or coordinator can relax for some time and smile to manage the stress so that the situation can be improved. Relaxation includes yoga and meditation (Getz, 2018). Some motivational techniques can also be undertaken in order to reduce or manage the level of stress. In case if the level of stress is high in any individual like event manager then in such case the chances of event failure will be high due to this. Thus, these techniques and methods can be adopted by the manager to manage stress during the operation of an event
b. Describe three (3) time management strategies/tools you could use to help you manage event priorities during the event operation phase.
    Your answer
    In order to manage a successful event, the time management strategies that can be used are:
• Using a flexible to do list and checklist
• Using a time management matrix
• Eliminate distractions and stay organized
During the event operation phase, I can use the above mentioned time management techniques to manage priorities. An event planning checklist and to do list is essential in order to meet deadlines, staying on track, etc. This checklist will help in accomplishing work on time and keeping a record too. A time management matrix is a tool used to organize the tasks and on the basis of importance and urgency. This task is beneficial for prioritizing tasks that are important and should be accomplished first. In order to effectively conduct all operations within time, I am required to eliminate distractions and improve productivity. This can be done by me by turning off the emails, keeping the phone on silent while working etc. Apart from this, being organized is also significant to reduce distractions and to complete work. Thus, I am required to focus on various time management strategies so that the operations of the event can be conducted on time.
Mainly I prefer to use checklist as one of the best method as through this I can easily know what activities have been completed and others that needs attention or they are required to be completed on time. No doubt time management matrix is also effective but still I will prefer checklist method.
c. You are managing a music festival that will take place in summer. Over 4000 patrons have pre-booked tickets and those who wish to attend need to be over 18 years of age and must show evidence of their purchase of tickets either in hard copy or electronically in order to gain admittance to the venue.  Patrons are not allowed to bring alcohol into the event site.
Describe three (3) control measures you should put in place to maintain the safety of event staff, volunteers and patrons as the patrons enter the event.
    Your answer
    Safety measures for staff, patrons and volunteers are essential to consider at the music festival. The first control measure can be choosing the security staff carefully and proper checking should be done for the safety of all people at the event (Backman, 2018). No one should be allowed to enter with alcohol, drugs or any other substance that is injurious to health. The ways to prevent the misuse of alcohol and drugs can be proper checking of bags at the entrance gate, identification of the age, etc. In case if safety precautions are not taken well in advance then the chances of accident will be very high in this case. The best part is to develop safety checklist on continuous basis where all the areas can be prioritized on the continuous basis where safety precautions are required to be taken well in advance.
Considering the case scenario, around 4000 patrons have already booked the tickets and the control measure to ensure the safety of the staff, patrons and other people is essential. For this, a risk assessment can be done in which various hazards can be identified and then their management is possible such as crowd management, first aid, fire, catering etc (Savita, et al. 2018). Another control measure is creating an emergency plan to take effective and corrective actions. This includes raising the alarm, onsite emergency response, traffic management, handling casualties etc. The main hazard can be fire and the chance of occurrence of this type of hazard is high. Further, fire cylinders can be installed easily so as to deal with the situation of fire.
d. Describe two (2) reasons why you should set up compulsory sign-in and sign-out sheets for anybody entering your event site.
    Your answer
    At an event site, it is mandatory to maintain sign in and sign out sheets for every individual who is entering at the venue and going back. It is the responsibility of the venue coordinator or duty manager to keep an eye and maintain a record of the individuals who are entering the event site (Chappelet, 2015). Thus, they are responsible for keeping a record and marinating sign in and sign out sheets. The first reason for marinating these sheets at the event site is to keep a track record of people and every individual who is entering into the event site. This sheet contains the name, email address and the time that the person enters at the site and the time when the person goes outside the site. This sheet thus helps in keeping a record of the individuals.
Apart from this, this sheet is properly maintained to gather the data of attendees of the event. This helps to know about the count of individuals who came and go. Mainly the sign in and sign out sheets are signed by the individuals who are coming in and out of the event. They have to sign the specific sheet along with this some additional areas are also covered in the sheet that needs to be considered properly (Apostolescu, et al. 2015).
e. What is an event service voucher?
    Your answer
    An event service voucher is a kind of financial instrument that is provided by the event manager to the client. This voucher contains all necessary information regarding the services offered by the event manager to the client or customer. The information on the event service voucher is like the name of the voucher, validity, service for which the voucher has been granted, amount and recurrence etc (Holm and Breiter, 2017). This event service voucher is helpful in identifying the services provided by the event manager and the team to the client along with its charges. This financial instrument is an important document and acts as a summary of the event services. Without gaining the proper information about the event it is very difficult for the participants or other individuals to gain understanding about the event. It is necessary to design appropriate service voucher and the best part is that it helps in highlighting the key attributes of the event
2. Environmental and social impacts
a. Describe three (3) control strategies you could put into place to reduce the impact of an event on the residential neighbours around an event site regarding factors such as traffic, noise and litter.
    Your answer
    The below strategies can help to reduce the negative impact of an event on the residential neighbours surrounding an event.
· Develop a team- Every event needs a focused team effort to handle all of the factors and issues of an event such as noise, traffic etc. Developing a team will help to control noise pollution, traffic problems, and crowd around the event. It is necessary to have development of team. In this, key motive of each member must be to ensure that issues are being evaluated properly (Awad et al. 2017). It helps in meeting the standards and make sure that issues are being resolved.
· Crowd management at the event- Crowd management provides safe and organized event. Team will focuses to control or reduce the rush surroundings of an event so that negative effects on the life of residential can be controlled. In order to have better crowd management the proper design of layout is essential because it assist in meeting standards. It has been witnessed that by having an application of separate in and out way the crowd management standards can be advanced properly. It also helps in meeting the values in adequate manner so that long term sustainability can be resolved (Lee and Brown, 2017).
· Monitor the event- A team or group will be prepared for monitoring or controlling the activities of an event such as review of operating process, handling process, effective control system as well as to monitor human operations. For better monitoring of the event the organizers need to have effective observation. Proper considerations of observation activities will assist meet the requirements and leads business to better success. Application of feedback with team mates and sponsors can also be taken into account sp that standards can be monitored properly. It will allow bringing changes accordingly and assisting in leading the event to great success. It allows to have understanding of values that improve sustainability (Huang et al. 2017).
As mentioned above, these control strategies will aids to reduce the impact of an event or occasion on the life of residential neighbours
b. Describe one (1) way an Event Manager can demonstrate respect and recognition of indigenous land-owners.
    Your answer
    The event manager will demonstrate respect and recognition of the land owners by giving entire view of an event. It will promote performing standard and following terms and condition of the land owner.
The below approach will help to demonstrate respect and recognition of indigenous land owner-
To consider all aspects, terms and condition imposed by the land owner- the event manager should follow all terms and conditions which are imposed by the landlord, such as not to harm the property, to clean the garden , backyard after an event and to hand over the property as it is (Liang, 2016). It is necessary for event organizers to focus on the different terms and conditions
c. Describe three (3)strategies to minimise water and energy (power) consumption when planning, setting up, running and breaking down an event. For example, the use of grey water for toilets.
    Your answer
    The three strategies to control or minimise water and power consumption that can be considered during planning, setting up, running and breaking down an event. Classification is as below-
· Discover the general waste- as an event manager, upgrading water fixtures especially in toilets and washrooms can help reduce the water consumption. Event manager should identify leaks and potential breaking down area that needs improvement. Also need to have juggle with other issues such as HVAC, lighting and security.
· Choose the right light- LED bulbs are the most energy competent lighting option, as compare to other lighting options these bulbs use 75% less electricity. The use of power strip also helps to reduce the consumption of power for example flipping the switch on the power strip has the same effect as unplugging every socket from the wall at the event place (Hallmann and Zehrer, 2017).
· Track electricity usage with an energy monitor adaptor- this device will supervise voltage, power, current duration, total energy uses in KWH, and per unit consumption
3.     Technology
a.     Research two-way radio communication and explain how to successfully use this technology at an event.
    Your answer
    A two way radio refers to a portable device that can transmit and receive; it is also called walkie- talkie or handle-talkies. It is a wireless communication device also available in mobile and base configuration systems that is mainly used in group communication.
Successfully, the use of two-way radio is equipped with a push-to-talk (PTT) button to operate the transmitter at an event. Users simply push the PTT button and can instantly start to talk and convey his ideas. One of the main advantages of this system is that User can convey to one, two, five, ten, hundreds or thousands of co-users at the same time (Lin and Taylor, 2017). It consumes less power and much attractive to see. It does not have any need to hire a person to operate the system.
Now-a-days a two way radio is become most popular and suitable. As it meets all the requirements of an event manager, which other devices cannot such as cellular network and other devices
b. Identify two (2) specialist ticket sales companies where customers can purchase online tickets to a concert or music festival.
    Your answer
    There are two online ticket sales companies where the customer can purchase the ticket of a concert or music festival
· Ticketek Australia- Ticketek Australia is an event digital Australian ticket booking company, located in Sydney which operates ticketing operations for entertainment of a concert or music festival conducted in Australia (Lago, 2018).
· Try booking- Try booking is another an Australian company which has a loyal customer base which includes councils, charities, school or communities and event where the customer can purchase or sell the tickets of an event ,concert or music festival
4.    Types of events
a. Consider a typical trade show or Expo and explain how the following stakeholders might be involved in the operation of this type of event.
· Exhibitors
· Venue coordinators or duty managers
· Equipment hire companies
    Your answer
    In a trade show, there are several stakeholders involved in the operation of that event.
The first and foremost stakeholders are the exhibitors. Exhibitors are the one who presents their work. The exhibitor’s exhibits at trade shows for various reasons like awareness, leads, build partnerships, competition, to see many buyers at a single time, etc. Thus, exhibitors engaged in the operation of this event for presenting their work. Thus, exhibitors involved in this event for:
• Planning and preparation of the trade show
• Creating the right impression
• Build rapport
• Encourage visitors
• Initiate pre-show promotions
• Using a contest or prize draw to get people.
The proper planning and preparation of the trade show are essential in order to make it successful, and for this, there are various stakeholders associated. The first is exhibitors and who is responsible for its planning and motivating the visitors.
The second stakeholder that is involved in the operation of trade shows is the duty managers or venue coordinators. They play a successful role in managing and conducting the cited event in an effective manner (Dotan, et al. 2016). Thus, the venue coordinator is responsible for carrying out various operations and tasks. Mainly the coordinator performs administrative functions such as register attendees, arrange travel, organizing the event floor, scheduling meetings, etc. Apart from these, the venue coordinator is also responsible for proper management of the entire venue such as securing the trade show, arranging accommodation and travel facilities for the participants.
At the venue, the coordinator has to make arrangements for food and beverages and also determining arrangements for displays and exhibits. Hence, this is how the venue coordinators get involved in the cited event. Equipment hiring companies can be involved in the trade show operations by signing agreements which clarifies their roles and responsibilities. Mainly the role of equipment hiring firms is quite crucial as they are involved into the practice of obtain different equipment and they are provided on rent also to the other parties (Malik, et al. 2018).
b. Consider a typical conference and explain each point listed below:
· Purpose of this type of event.
· Types of equipment that are used in an event registration area
· Two (2) registration reports that may be used for a conference and their purpose.
· Explain how the following stakeholders might be involved in this event:
· Corporate clients
· Florists
· Speakers and facilitators
    Your answer
    A conference can be considered as a meeting and gathering of several people to discuss a particular issue or topic. At a conference, various innovative ideas, views, and suggestions are exchanged among experts. A conference can be academic, business or trade.
• There are several reasons for conducting this event such as a business conference. Thus, the major purpose can be making decisions, exchanging information, announcing changes, negotiating, etc (Hawkins and Bonney, 2019). Apart from this, the business conference can be held to resolve conflicts, solving issues, reviewing and informing progress, interaction with stakeholders, etc. Generally, an event such as businesses conferences is organized at a bigger level by the businesses in order to address various problems or taking decisions. Sometimes, the purpose of organizing the conference is to reviewing the progress of the decisions that are taken by the company and to inform the progress to the relevant stakeholders. Business conferences are an essential part of the business to address various problems and taking important decisions. In this, stakeholders gather and discuss the serious issues of the company.
• At the registration area, various equipment and materials are required. The types of equipment that are needed in the registration area of the conference are a computer, printer, stationery, tablet, etc (Musgrave and Henderson, 2015.). The computer is the most significant tool or equipment required at the registration area of the conference to enter the relevant details of the individual who is attending the conference. The printer is used to print the forms or other necessary documents that are required as per the policies and guidelines of the conference.
• The two registration reports that may be used for a conference are attendance report and event payments reports. Attendance report can be used , and the attendance list includes registrant, membership, registration, the amount due, etc. On the other hand, event payments report can be used in order to view a summary of the registration payments. This reported statement includes status, attendees, registration fees and payments received.
• The relevant stakeholders of the business conference are client, florists, etc.
Corporate clients are involved in the business conference by sharing their views about the topic, participates in promoting ideas, conveying information, etc (Musgrave, and Henderson, 2015.). These people share their ideas and information to the other individuals attending the conference. Florists too are the key stakeholders of the business conference. It is important for any business conference to make it decorative properly. Thus, florists are involved in decorating the stage and other parts of the conference hall to enhance the effectiveness of the ambience. Moreover, at a business conference, sometimes, bouquets are provided to the people in order to greet and congratulate them. Thus, this is how florists get involved in the operations of the business conference event.
The speakers and facilitators are also the stakeholders that involve in the corporate event. Facilitators are the one who has knowledge similar to a specialist. Facilitators, thus facilitate the discussion within individuals in the business conference (Cook, et al. 2017). Hence, facilitators get involved in the conference by helping the participants to collaborate as they explore an issue or topic. Therefore, a facilitator in the conference is an individual, who listens actively, ask questions, synthesise ideas, collect ideas and summarizes clearly.
On the other hand, the key role of speakers in the business conference is that they provide meaningful information to the audience and motivates and inspires. Speaker in the conference engages the audience and conference community. Thus, the conference speaker is the influencer and performer that encourages the entire individuals in the conference by their speech.
c. Consider an outdoor sporting event such as a fun run for a charity for children and explain each point listed below:
· Purpose of this type of event
· Explain how the following stakeholders might be involved in this event:
· Merchandisers
· Volunteers
· Sponsors
    Your answer
    The sporting event such as fun run can be organized for the purpose of gaining physical benefits and also for personality development. The importance of sports cannot be ignored, and thus it is considered as essential for human beings (Atkins, et al. 2016). The purpose of this event is to improve the social skills of the children and to provide them a good experience which improves their morale and confidence. In order to encourage the physical activities and team building skills of children, run fun event is organized.
• In the sporting event, the merchandisers can be involved by developing unique merchandise, market and promoting the teams, etc. It also involves making banners, flags, banners, etc. The merchandisers can thus engage in the cited outdoor sporting event by providing wrist bands, caps, etc. to the teams so that it will enhance the attractiveness of the event and also beneficial for their promotions.
• The volunteers can help in the event by actively participating in the management of the event and helping the team. Moreover, volunteers act as the event promoters. These volunteers can be students, charity, etc. who are willing to serve services in order to gain satisfaction. Volunteers work as per their will and initiate to manage the whole event and takes the responsibilities.
• Sponsors are the one who provides funds and supports the event or activity. Thus, by providing the financial and other required help, stakeholders get involved in the cited sporting event.
d. Which of the following room set-up styles would you choose for a technology conference with 500 delegates attending?
· banquet
· classroom
· cabaret
· theatre
· u shape
    Your...