Select event venues and sites

Unit Assessment Guide Unit details Unit code SITEEVT007 Unit name Select event venues and sites Unit purpose This unit describes the performance outcomes, skills and knowledge required to source and select venues or sites for events. It requires the ability to analyse event plans to determine venue or site requirements, develop selection specifications, assess, choose and contract venues or sites. Elements and performance criteria For further information about this unit go to: http://training.gov.au/Training/DetailsSITEEVT002     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: Assessment Event 1 Short answer questions Assessment Event 2 Research portfolio Assessment conditions Submission dates Submission of assessment events are flexible to your own personal needs. You should discuss a timeline with your facilitator in order 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 assessment unit name and your own name – for example: Assessment SITEEVT001_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 Event 1: Short answer questions Instructions This assessment event requires you to submit answers to written questions that demonstrates your knowledge of selecting event venues and sites. You must meet the criteria below in order to successfully complete this assessment event. 1.  Response 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. Section 1 – Multiple choice 1. You should analyse overall site venue requirements, based upon: a) a detailed review of all aspects of the event b) the clients budget only c) your personal taste d) all of the above are correct 2. Completing a venue checklist during a site inspection is effective in assisting with: a) checking the weather forecast for today b) working out what colour flowers the bride wants c) developing accurate venue specifications d) making you look very busy and important with a clipboard 3. Considerations for stakeholders with special needs, when selecting a site or venue, would include: a) Parking b) Toilets c) Layout d) all of the above 4. Appropriate information sources for selecting an event site or venue include: a) Internet b) Famil. (site visit) c) Trade show d) All of the above 5. How would you confirm venue or site arrangements: a) always in person b) always in writing c) always in person and in writing d) always by telephone 6. Current industry documentation that you could use to get information about venues would include: a) trade shows b) journals c) venue brochures d) all of the above are correct 7. ‘Venue capacity’ refers to: a) the number of staff the venue can hold b) the number of guests the venue can hold c) the number of staff and guests the venue can hold d) amount of flooding the venue can take 8. Which of the following are types of events? a) Sports b) Meetings and conventions c) Government and civic d) All of the above SECTION 2: True/False (Please circle the correct response) 9. An event’s site or venue should be selected in line with the overall event concept. TRUE / FALSE 10. You should never consider workplace health and safety when selecting an event site. TRUE / FALSE 11. The internet and trade shows can be sources of information for selecting event sites and venues. TRUE / FALSE 12. Business/corporate, entertainment/leisure, exhibitions/exhibitions/fairs and festivals are all types of events. TRUE / FALSE 13. Special consideration must be given to the needs of all stakeholders for an event including those with special needs. TRUE / FALSE 14. Catering, security, sound and lighting and stage design are all event staging products and services offered by event venues or sites. TRUE / FALSE 15. Planning issues should be integrated into the overall event management system from the beginning. TRUE / FALSE SECTION 3: Short answer questions 16. Describe the typical operational structure in a venue for hire, such as in a resort, hotel or club regarding the following: · relevant personnel · organisational relationships · reporting structures 17. 17. Explain the use of venue or site contracts including examples of standard formats and inclusions. 18. The operation and venue requirements differ depending on the type of event you are organising. Explain one specific requirement for each of the following types of events: a) Business and corporate b) Entertainment and leisure c) Sporting events Assessment Event 2: Research portfolio This assessment event requires you to submit a portfolio of evidence that demonstrates your ability to determine site or venue requirements for an event with multiple operational components. Instructions Read the following scenario and complete the tasks following. Scenario You are the Event Manager with TravelEvents Connect and have been asked by an Australian charity organisation, CanHelp, to manage their upcoming annual fundraiser ball, Platinum Ball, to raise money for children with cancer. You have met with the client and they’ve advised that they are expecting approximately 200 people to attend, many of whom are wealthy business people, media representatives and VIPs, and are planning various activities throughout the evening to raise funds, including a silent auction. The event is to be held next year in Sydney, 12 September, and will involve elaborate theming and entertainment throughout the night. Subject to budget approval you would prefer to offer a set menu and will require drinks to be charged ‘on consumption’. The Platinum Ball will commence at 6.30pm and conclude at 11.30pm. You will need to choose a venue/space at a suitable location of your choice in Sydney, preferably close to the CBD. The General Manager of CanHelp is reluctant to allocate a budget for the event as he would prefer to consider an initial budget estimate presented by the marketing department. The marketing department expect that staffing costs will be kept to a minimum as there will be volunteers involved in the event. The following cost estimates for the event are: · Labour costs (wages, overtime): $13,000 · Equipment and materials costs: $6,000 · Venue hire costs ($5,000 for 5-star ballroom, plus $15,000 for catering including food and drinks) · Direct costs (travel, telephone, contracted services including professional decorating services, entertainment, etc.): $6,000 TravelEvents Connect hope that costs can be kept to a minimum so that more of the money raised on the night can go towards children with cancer. Contact details for each organisation: TravelEvents Connect 250 Blaxland Road Ryde NSW 2112 E: [email protected] P: 02) 9442 8040 CanHelp 56 Waterloo Road Macquarie Park NSW 2113 E: [email protected] P: 02) 9874 8887 Task 1: Create an Event Brief An event brief is an overview of the event you are planning to run, written before any practical plans are made. It includes details which are relevant to the event including key dates and any known limitations. The event brief is created to give everyone involved in running the event a clear idea of what the event will be, and is adjusted as additional information becomes available. Note: You may use an existing Event Brief template (see Appendix A at the end of this assessment) and revise it to suit your needs OR create your own. (Refer to the learning resource in Studespace for more information on how to create an Event Brief). Your Event Brief should include the following information as a minimum: Event name/type: What type of event this is and/or the name of the event if it has a name at this stage. Client details: Who the client is and any key contact information plus details of any other key stakeholders. Proposed dates/duration: When is the event to be held? Include the actual date if this has been decided or note the approximate date. Purpose/expected outcomes of the event: With this defined, you will know the outcomes your event is required to meet. Be sure to include any information that might be beneficial for those in your team and potential suppliers that you might request quotes from. Theme: Does your event have a theme? Some themes are ideally suited to certain styles of venues. If you choose a venue that ties in with your theme, this will make it easier to work with, not to mention cost effective. Budget: Include any information you have about the budget and add further information as it becomes available. Location of event: Are there any location boundaries? This will give you an idea of how far and wide to search for a destination and then venues. Consider if your event needs to be: · in your state or CBD? · within a certain travel time from the airport? Expected number of attendees/attendee details: It's all about the people who will be attending the event and the impression they leave with. So identify who they are, who your target audience is. How many people will be attending the event? This number automatically creates a framework for you to work from when taking the first step in finding a venue to ensure you choose a venue of appropriate size (i.e. not too big or too small). Stakeholder requirements: Describe any particular potential requirements for example elderly guests, attendees with special needs including people with a disability or those with young children, any particular supplier requirements etc. Any other relevant information crucial to the event: Such as storage requirements, breakout areas, green room requirements for entertainers, transport and parking. Ensure you submit your Event Brief with your final assessment documents