The event briefing document and the event running sheet

Contents

OVERALL UNIT - RECORD OF ASSESSMENT OUTCOMES: 2

Assessment Plan 3

Assessment Task 3: Case Study (continued) & Roleplay #2 65

Assessment Task 4: Case Study (continued) & Roleplay #3 79

Introduction
Unit code	Title	Training Package
SITEEVT026	Manage event production requirements	Tourism, Travel and Hospitality Training Package
SITEEVT028	Manage on-site event operations	Tourism, Travel and Hospitality Training Package

Modification History
Performance Evidence

Understanding Assessment Terminolgy

Describe: Give a detailed account by recounting, characterising, outline and relating, in sequence, an event, situation, theory or point.

Summarise: Identify and interpret the most relevant features of a theory, discuss issue or detail, leaving out the finer details.

Develop: Involves the creation of the materials/activities/procedures to achieve the outcome. This is about designing and creating,

Students accused more than once of academic misconduct, including plagiarism, may be dismissed or cancelled from their course at the discretion of the Clinton Institute Director of Studies.

Plagiarism can take several forms:

Downloading information from the internet without acknowledging the source.
Copying a section of a book or article and submitting it as one’s own work.

- "After that I lived like a young rajah in all the capitals of Europe…" (Fitzgerald, 2004).
Reference lists are located at the end of the work and display full citations for sources used in the assignment. Here is an example of a full citation for a book found in a Harvard Reference list:
- Websites: Website name, (Year published). Page title. [Online] Available at: URL [Accessed Day Mo. Year].

Understanding your results

You will be allowed up to two (2) reassessments attempts to complete each task and achieve a satisfactory outcome. You will be given a timeframe for resubmission and advised what you must include in the resubmission.

There is an Assessment Task # - Outcome Record incorporated within an Assessment Cover Sheet at the beginning of each discreet assessment activity. Assessors will complete the Outcome Record section for each assessment activity. The summary of the outcomes will be transferred to the Overall Unit – Record of Assessment Outcomes located on the reverse of the first page Cover sheet of this Student Assessment Booklet..

NYC

Not Yet Competent

You have not met minimum competency criteria for the unit. Certain section/s require review due to not meeting the requirements and, therefore, your work is deemed not yet competent.

Note: If you have had an initial assessment, a first reassessment and then a final reassessment, you will no longer have an opportunity to resubmit. You will receive a “NYC” and have to re-enrol in the unit.

Satisfactory

Individual assessment/question is satisfactory.

NYS

Not Satisfactory

Individual has not yet achieved a satisfactory result for a specific assessment activity

Timeframe

You will be provided with an appropriate timeframe by your trainer to resubmit your work. For example, you may be given 14 days to resubmit incorrect responses to written tasks or projects. Should you be required to complete a roleplay or presentation, your assessor will make an appointment time, which suits both of you.

Your assessor will complete the Outcome Record section and give you feedback about how well you went in each task. This will be written on the Assessment Task Cover Sheet.

Assessment appeals

This Student Assessment Booklet includes all your tasks for assessment of the unit SITEEVT0026 Manage event production requirements and the unit SITEEVT0028 Manage on-site event operations

About your assessments

Assessment Task	About this task
Assessment Task 1: Written Questions	Student must correctly answer all twenty-three (23) questions to show that they understand the knowledge required of these two units.
Assessment Task 1: Written Questions
Assessment Task 2: Case Study & Roleplay	Students must read the case study, participate in roleplay to ascertain event requirements and then finalise event proposal and event documents.
Assessment Task 2: Case Study & Roleplay	What evidence is the student required to submit: Activity 1: Event Planning meeting (Roleplay) Observation checklist Activity 6: Event Orders, Event Briefing & email, Planning Meeting Notes
Assessment Task 3: Case Study (continued) & Roleplay	Students are required to participate in event set-up (Roleplay) and then complete a feedback/performance report.
Assessment Task 3: Case Study (continued) & Roleplay	What evidence is the student required to submit:
Assessment Task 4: Case Study (continued) & Roleplay	Students are required to participate in event operations and break-down )Roleplay), check supplier invoices and then complete a debrief/performance report.
Assessment Task 4: Case Study (continued) & Roleplay	Activity 1: Event operations & break-down (Roleplay) Observation checklist Activity 2: answers to Case Study questions

Make sure you photocopy your written activities before you submit them. Your assessor will put the documents you submit into your student file. These will not be returned to you.

Task summary:

Computer
Access to the Internet

What do you need to do?	What evidence is required?
Answer all twenty-three (23) questions.	You will need to submit your answers to all questions.

Decision Making Rules

Assessors will compare student responses/performance with the model responses and performance descriptors contained in the Assessors Marking Guide. Your responses do not have to be verbatim (unless otherwise specified), but must convey the same meaning as each component listed. Similarly, you do not have to perform exactly as described in the marking guide (unless otherwise specified), but you must address each performance components listed.

This is an open book assessment – you can use your learning materials as reference.
You need to answer all questions correctly

Question 1

List three (3) likely characteristics for each of the different types of events/functions listed below-




Outcome for Question 1(a): ✓□ Satisfactory OR □ Not yet satisfactory




Outcome for Question 1(b): ✓□ Satisfactory OR □ Not yet satisfactory




Outcome for Question 1(c): ✓□ Satisfactory OR □ Not yet satisfactory




Outcome for Question 1(d): ✓□ Satisfactory OR □ Not yet satisfactory

Exhibitions




Outcome for Question 1(e): ✓□ Satisfactory OR □ Not yet satisfactory

expositions




Outcome for Question 1(f): ✓□ Satisfactory OR □ Not yet satisfactory




Outcome for Question 1(g): ✓□ Satisfactory OR □ Not yet satisfactory




Outcome for Question 1(h): ✓□ Satisfactory OR □ Not yet satisfactory




Outcome for Question 1(i): ✓□ Satisfactory OR □ Not yet satisfactory




Outcome for Question 1(j): ✓□ Satisfactory OR □ Not yet satisfactory

civic events




Outcome for Question 1(k): ✓□ Satisfactory OR □ Not yet satisfactory

marketing events




Outcome for Question 1(l): ✓□ Satisfactory OR □ Not yet satisfactory




Outcome for Question 1(m): ✓□ Satisfactory OR □ Not yet satisfactory




Outcome for Question 1(n): ✓□ Satisfactory OR □ Not yet satisfactory




Outcome for Question 1(o): ✓□ Satisfactory OR □ Not yet satisfactory
Overall Outcome for Question 1: ✓□ Satisfactory OR □ Not yet satisfactory

Question 2

What are the five (5) key characteristics which need to be established with the client for the different types of events that would be staged in a commercial venue?






Outcome for Question 2: ✓□ Satisfactory OR □ Not yet satisfactory

Purpose	Typical format

Outcome for Question 3(a): ✓□ Satisfactory OR □ Not yet satisfactory

Purpose	Typical format

Outcome for Question 3(b): ✓□ Satisfactory OR □ Not yet satisfactory

corporate events

Purpose	Typical format

Outcome for Question 3(c): ✓□ Satisfactory OR □ Not yet satisfactory

social celebrations

Purpose	Typical format

Outcome for Question 3(d): ✓□ Satisfactory OR □ Not yet satisfactory

Purpose	Typical format

Outcome for Question 3(e): ✓□ Satisfactory OR □ Not yet satisfactory

Purpose	Typical format

Outcome for Question 3(f): ✓□ Satisfactory OR □ Not yet satisfactory

Purpose	Typical format

Outcome for Question 3(g): ✓□ Satisfactory OR □ Not yet satisfactory
Overall Outcome for Question 3: ✓□ Satisfactory OR □ Not yet satisfactory

List the ten (10) personnel and other parties who may potentially be involved in the operation of an event.











Outcome for Question 4: ✓□ Satisfactory OR □ Not yet satisfactory

Question 5

Main role	Key responsibilities

Outcome for Question 5(a): ✓□ Satisfactory OR □ Not yet satisfactory

Main role	Key responsibilities

Outcome for Question 5(b): ✓□ Satisfactory OR □ Not yet satisfactory

Main role	Key responsibilities

Outcome for Question 5(c): ✓□ Satisfactory OR □ Not yet satisfactory

venue personnel

Main role	Key responsibilities

Outcome for Question 5(d): ✓□ Satisfactory OR □ Not yet satisfactory

suppliers or service providers

Main role	Key responsibilities

Outcome for Question 5(e): ✓□ Satisfactory OR □ Not yet satisfactory

Main role	Key responsibilities

Outcome for Question 5(f): ✓□ Satisfactory OR □ Not yet satisfactory
Overall Outcome for Question 5: ✓□ Satisfactory OR □ Not yet satisfactory




Outcome for Question 6(a): ✓□ Satisfactory OR □ Not yet satisfactory

display suppliers




Outcome for Question 6(b): ✓□ Satisfactory OR □ Not yet satisfactory

entertainers




Outcome for Question 6(c): ✓□ Satisfactory OR □ Not yet satisfactory




Outcome for Question 6(d): ✓□ Satisfactory OR □ Not yet satisfactory




Outcome for Question 6(e): ✓□ Satisfactory OR □ Not yet satisfactory




Outcome for Question 6(f): ✓□ Satisfactory OR □ Not yet satisfactory

equipment hire companies




Outcome for Question 6(g): ✓□ Satisfactory OR □ Not yet satisfactory

registration and ticket specialists




Outcome for Question 6(h): ✓□ Satisfactory OR □ Not yet satisfactory




Outcome for Question 6(i): ✓□ Satisfactory OR □ Not yet satisfactory




Outcome for Question 6(j): ✓□ Satisfactory OR □ Not yet satisfactory




Outcome for Question 6(k): ✓□ Satisfactory OR □ Not yet satisfactory




Outcome for Question 6(l): ✓□ Satisfactory OR □ Not yet satisfactory

duty managers




Outcome for Question 6(m): ✓□ Satisfactory OR □ Not yet satisfactory
Overall Outcome for Question 6: ✓□ Satisfactory OR □ Not yet satisfactory

Question 7









Outcome for Question 7(a): ✓□ Satisfactory OR □ Not yet satisfactory








Outcome for Question 7(b): ✓□ Satisfactory OR □ Not yet satisfactory
Overall Outcome for Question 7: ✓□ Satisfactory OR □ Not yet satisfactory

Layout diagram	Event style/Layout Name










Outcome for Question 8: ✓□ Satisfactory OR □ Not yet satisfactory

Question 9

Identify a typical purpose, and the benefits and/or drawbacks for any four (4) of the event styles identified in the preceding question.

STYLE		for each style chosen








Outcome for Question 9: ✓□ Satisfactory OR □ Not yet satisfactory

Question 10

#	Environmental/ social impacts	procedure to manage impacts






Outcome for Question 10: ✓□ Satisfactory OR □ Not yet satisfactory





Outcome for Question 11: ✓□ Satisfactory OR □ Not yet satisfactory

What are the six (6) key factors that will affect an event’s production specifications







Outcome for Question 12: ✓□ Satisfactory OR □ Not yet satisfactory

Question 13











Outcome for Question 13: ✓□ Satisfactory OR □ Not yet satisfactory




Outcome for Question 14: ✓□ Satisfactory OR □ Not yet satisfactory

What are the six (6) main components of an event’s break-down /bump out?







Outcome for Question 15: ✓□ Satisfactory OR □ Not yet satisfactory

Question 16

Rating	Stakeholder
	Corporate client event representative
	Event team members
	Entertainers
	on-site event manager
	External contractors
	Venue personnel
Outcome for Question 16: ✓□ Satisfactory OR □ Not yet satisfactory

Read the scenario below about control measures carried out for an event and answer the questions that follow.






Outcome for Question 17(a): ✓□ Satisfactory OR □ Not yet satisfactory

In your own words, briefly describe the goal of developing a detailed transportation plan for the venue.

Outcome for Question 17(b): ✓□ Satisfactory OR □ Not yet satisfactory

In your own words, briefly describe the goal of developing a detailed weather management plan for the venue.

Outcome for Question 17(c): ✓□ Satisfactory OR □ Not yet satisfactory




Outcome for Question 17(d): ✓□ Satisfactory OR □ Not yet satisfactory



Outcome for Question 17(e): ✓□ Satisfactory OR □ Not yet satisfactory
Overall Outcome for Question 17: ✓□ Satisfactory OR □ Not yet satisfactory

Scenario:

Beth is an event coordinator hired by The Continent Hotel to plan and execute their upcoming business event. Entitled ‘Maximising Business Growth.’ Her job is to establish the event’s schedule, running orders and logistics.

Location The Continent Hotel, Melbourne, Australia
Event Running Order:
10:30 AM - 11:00 AM Networking break and refreshments
11:00 AM - 12:30 PM Panel discussion on current industry trends

'Financial Planning for Growth'

2:30 PM - 3:00 PM Afternoon tea break


Outcome for Question 18(a): ✓□ Satisfactory OR □ Not yet satisfactory






Outcome for Question 18(b): ✓□ Satisfactory OR □ Not yet satisfactory

Outcome for Question 18(c): ✓□ Satisfactory OR □ Not yet satisfactory

Identify the duration of the event from start to finish.

Outcome for Question 18(d): ✓□ Satisfactory OR □ Not yet satisfactory

Outline the three breakout sessions the attendees can choose from.




Outcome for Question 18(e): ✓□ Satisfactory OR □ Not yet satisfactory
Overall Outcome for Question 18: ✓□ Satisfactory OR □ Not yet satisfactory

With this running order, Francis knows it will be a memorable and engaging cultural experience for attendees to learn about the differences and similarities of childhoods spend all over the world.

Refer to the running order for Primary: Childhood and Contemporary Art when answering the questions below.

Time	Task



11:00 AM	Welcome address: Museum Director


1:00 PM – 2:30 PM	Forum 1: Canan Adanir on his exhibit, ‘Bi tanem’



	Free time to mingle with the artists
3:30 PM

Outcome for Question 19(a): ✓□ Satisfactory OR □ Not yet satisfactory




Outcome for Question 19(b): ✓□ Satisfactory OR □ Not yet satisfactory

Outcome for Question 19(c): ✓□ Satisfactory OR □ Not yet satisfactory

Identify the time when the museum director has a closing speech along with the event organisers.

Outcome for Question 19(d): ✓□ Satisfactory OR □ Not yet satisfactory

Overall Outcome for Question 19: ✓□ Satisfactory OR □ Not yet satisfactory

Question 20

#	Features	Functions



Outcome for Question 20(a): ✓□ Satisfactory OR □ Not yet satisfactory

#	Features	Functions



Outcome for Question 20(b): ✓□ Satisfactory OR □ Not yet satisfactory

#	Features	Functions



Outcome for Question 20(c): ✓□ Satisfactory OR □ Not yet satisfactory
Overall Outcome for Question 20: ✓□ Satisfactory OR □ Not yet satisfactory

Question 21

Identify three (3) effective techniques for managing stress during the operation of events




Outcome for Question 21(a): ✓□ Satisfactory OR □ Not yet satisfactory




Outcome for Question 21(b): ✓□ Satisfactory OR □ Not yet satisfactory
Overall Outcome for Question 21: ✓□ Satisfactory OR □ Not yet satisfactory

two (2) inclusions of each of the documents listed.

Event documentation issued to operational personnel

#	Formats	Inclusions


Outcome for Question 22(a): ✓□ Satisfactory OR □ Not yet satisfactory

#	Formats	Inclusions


Outcome for Question 22(b): ✓□ Satisfactory OR □ Not yet satisfactory

#	Formats	Inclusions


Outcome for Question 22(c): ✓□ Satisfactory OR □ Not yet satisfactory

#	Formats	Inclusions


Outcome for Question 22(d): ✓□ Satisfactory OR □ Not yet satisfactory

#	Formats	Inclusions


Outcome for Question 22(e): ✓□ Satisfactory OR □ Not yet satisfactory

Layout plan for venue or site

#	Formats	Inclusions


Outcome for Question 22(f): ✓□ Satisfactory OR □ Not yet satisfactory
Overall Outcome for Question 22: ✓□ Satisfactory OR □ Not yet satisfactory

Question 23

#	Formats	Inclusions


Outcome for Question 23: ✓□ Satisfactory OR □ Not yet satisfactory

**** END OF ASSESSMENT TASK 1 ****

What do I need to hand in for this task?

Activity 1: Participate in Event Planning meeting (Roleplay)
Activity 2: Complete Staff Skills and Requirements for the Event

You will have four (4) hours to complete this assessment, which may be undertaken in more than one session.

Resources and Equipment Required to Complete This Task

Handout - Event Planning Meeting Notes
Handout - Extract from Crave Catering Functions & Events Information Kit.

Note: Clinton Institute provides students with access to all required equipment and resources to complete this task

When and Where Should the Task be Completed?

What do you need to do?	What evidence is required?
Activity 1: Participate in Event Planning meeting (Roleplay)		Assessor to complete Observation Checklist
Activity 2: Complete Staff Skills and Requirements for event		Required skills/profiles & staff numbers
Activity 3: Prepare an Event Running Sheet for event		Event Running Sheet
Activity 4: Prepare Catering Schedule and Roster for event		Crave Catering Schedule and Roster
Activity 5: Finalise event proposal		Completed Event Proposal
Activity 6: Finalise/distribute event documentation & orders		Event Orders & Event Briefing, Email

You must achieve a satisfactory result for every question and component to achieve a satisfactory result for this assessment activity.

What Happens If I Get Something Wrong?

Marino Enterprises is a large hospitality venture which operates several businesses in the Marino Complex, including:

Ellia Hotel – a five-star hotel with 200 rooms for accommodation.

The Marino Enterprises Human Resources Manager has asked you to plan and prepare proposals for the Marino Enterprises Senior Management Christmas-in-July Party which is to be held in their own in-house conference centre (the Marino Conference Centre) and catered for by their own catering business, Crave Catering.

There will be forty-eight (48) people invited to attend the event, which is to include service of a dinner and drinks, an MC, a DJ, a guest band and the CEO’s favourite stand-up comedian.

Let your assessor know when you have reviewed that document so that your assessor may advise the date and time of this Roleplay.

Your assessor will play the role of the Human Resources Manager and will organise other students (not being assessed during this simulated roleplay), to play various roles.

Human Resources Manager (Assessor)
Caterer’s representative (another student)

Role	Played by	Outline of Roleplay Script
Event Manager	Student being assessed	Ask the Human Resources Manager (Assessor) to outline the purpose and scope of the event and key event requirements for- preferred date(s), start & finish times After the Caterer’ representative (student #2) has responded with suggested options for food and beverage service, ask the Entertainment Agency’s representative (student #3) if they had any comments on the options being suggested After the Entertainment Agency’s representative (student #3) has responded with their concerns on the buffet self-service option, ask the Human Resources Manager if they had any comments on the food and beverage service options DJ & Master of Ceremonies (MC) Comedian & Band Beverage server cost per hours for each staff member provided Event Supervisor cost per hours for each staff member provided

Seek and assimilate new knowledge of event production options from external suppliers
Anticipate and analyse service difficulties for proposed options, and negotiate to resolve the difficulties or abandon those ideas with service difficulties.
4. Band
Obtain quotes for the each of the following catering components asking relevant and appropriate questions to evaluate quotes against specifications and relevant quality criteria if any are specified in the Crave Catering Functions & Events Information Kit::
5. Event Supervisor charge per staff provided
Take detailed notes (using the Meeting Notes template provided as a handout),including an accurate summary of production requirements

Event Planning Meeting – Roleplay #1 Observation Checklist

Student being assessed:

Other roles played:	Entertainment Agency’s representative

Assessors are to write “S” or “NYS” for each line item (row). If the student gets the item correct on the first attempt, the second and third attempt columns do not have to be completed. If a student gets the item correct on the second attempt, there will be a “NYS” on the first attempt, a “S” on the second attempt and the third attempt will be left blank. Students are allowed a total of three attempts.

Date:
Did the Student:		Comment if required	Attempt 1	Attempt 2		Attempt 3
1)	Collaborate with internal personnel & suppliers to facilitate effective planning & booking of services.
2)	Identify potential environmental and social impacts and suggest ways to minimise any identified
3)	Analyse production requirements, consider/determine practicality of options, Identify and evaluate operational problems and identify solutions
4)	Seek and assimilate new knowledge of event production options from suppliers
5)	Anticipate and analyse service difficulties for proposed options, and negotiate to resolve difficulties or abandon those ideas
6)	Obtain quotes for each entertainment component, & ask questions to evaluate s against specifications & quality criteria
7)	Obtain quotes for the each of catering component, & ask questions to evaluate against specifications & quality criteria
Outcome for Task: ✓□ Satisfactory OR □ Not yet satisfactory
Assessors Comments (Assessors must insert a comment to explain any instance where a student does not achieve a satisfactory outcome for a specific item).

Assessors Signature:					Date:

Complete the table below to list the five (5) skills/attributes required for the event and the number of staff required for each skill/attribute. (Note that a staff member could have more than one (1) skill).

#	Required skills/profiles	Number of staff





✓□ Satisfactory OR □ Not yet satisfactory

Review the requirements for technical /audio checks as this information will be required when you prepare the event’s Running Sheet in Activity 3 following.

Using the template following, create an operational Event Running Sheet. (This template is also available as a separate handout on request if required.

Event Running Sheet

Name of event:
Date:
Scheduled Event Start time:
Scheduled Event finish time:
Work Schedule / Running sheet
Event Schedule		Time / Timeframe
Room set up
Audio equipment sound-check
Room final check
Staff briefing
Guest arrive and drinks service start
MC to welcome guests
DJ starts
First course service start
CEO speech (subject to CEO being available)
Band plays first set
First course plates cleared
Main meals service start
Comedian performance starts
Main meals plates cleared
Band second set start
Dessert tea and coffee service start
Dessert tea and coffee plates cleared
DJ restart
MC announce the end of drinks’ service
End of drinks service
DJ finish playing
MC to announce the end of the night
Final clearing completed
Venue lock-up
✓□ Satisfactory OR □ Not yet satisfactory

Job position	Key skills	Start time	Finish time	Roster hours





✓□ Satisfactory OR □ Not yet satisfactory

Case Study update

The Event Proposal was approved and you have previously confirmed the arrangements with all parties verbally and by email. It is now 1^st July and the event is at the end of the month, so you need to confirm arrangements and prepare and issue the remaining documents and a briefing for the event team.

Using the Event Briefing template provided as an MS Word handout, prepare the briefing document for the Crave Catering operational team.
Write and send an email to the Purchasing Department , attaching the Events Orders, the Event Briefing document and the Event Running Sheet, requesting that they initiate the official purchase orders for the event. You should copy your email to both Crave Catering and Great Entertainment Agents for their information. The respective email addresses are-

Student note: Actual copies of the attachments are not required to be printed and submitted, as they are submitted for assessment purposes elsewhere, but the attachments must be referred to in the email. However, you should keep an extra copy of each of the documents submitted for Assessment Task 1 as you may need to refer to them in the assessment tasks that follow, which continue with aspects of the same Case Study.

Your assessor will provide you with an email address to send the email. In addition, please insert a copy or screen shot of the email below.

Crave Catering Event Briefing

Date:

Scheduled Event Start time:

Scheduled Event finish time:

Food service:

buffet		canapes
table service		2 courses
set menu		3 courses
à la carte

beer		juice
wine		soft drink
spirits		tea/coffee
open bar
table service

Staffing

Team member	Start time	Finish time	Roster hours

food service #2
Beverage service #1

Catering Running sheet

Event Schedule

Time / Timeframe

Room set up

Room final check

Staff briefing

Guest arrive and drinks service start

First course service start

First course plates cleared

Main meals service start

Main meals plates cleared

Dessert tea and coffee service start

Dessert tea and coffee plates cleared

End of drinks service

Final clearing completed

Venue lock-up

TO:
SUBJECT:
FROM:

Activity #	What do I need to hand in for this task?

Activity 2	Required skills/profiles & staff numbers


Activity 5	Completed Event Proposal



	Meeting Notes (from Activity 1)

Assessment Task 3: Case Study (continued) & Roleplay #2

Activity 2: You are required to complete the Event Feedback/ Performance Report
Activity 3: Student is required to develop an Event Communications Plan

Simulated event’s function room with tables and chairs
Roleplay participants

Note: Clinton Institute will provide all the forementioned to complete this assessment

You will also need:

This task is to be completed in the classroom. Your assessor will advise on the date(s) and time(s) of the assessment.

What do I need to submit and Do?

What do you need to do?	What evidence is required?
Activity 1: participate in a simulation of the Event Set-up	your assessor will complete an observation checklist
Activity 2: complete an Event Feedback/ Performance Report
Activity 3: develop an Event Communications Plan

You must achieve a satisfactory result for every question and component to achieve a satisfactory result for this assessment activity.

What happens if I get something wrong?

You may also need to refer to the Event Planning Meeting Notes you recorded and other event documentation you prepared in Assessment Task 2.

Case Study Background Information

Marino Conference Centre – a conference centre available for venue hire.
Crave Catering – a catering business which handles the catering for the Marino Conference Centre.

(Note - Activity 2 is not to be attempted until after the Activity 1Roleplay has been completed and the Observation Checklist has been assessed as satisfactory.

Activity 1 - Participate in Event Set-up Activity (Roleplay)

Staff briefings

so that the venue I ready for

Setting up the bar area with bottles of red wine and white wine
Setting the tables with one water glass per guest plus one water jug per table

As a minimum the following individuals will also be at the Roleplay:

Venue Manager (Assessor)

Participate in roleplay simulation/ acknowledge information provided

Specific script and roleplay instructions

A copy of your Meeting Notes from the preceding Assessment Task 2
A copy of your completed Crave Catering Schedule and Roster for Event, so that you are familiar with the (simulated- roleplay) skills of the other participants who make up your team.

Role	Played by	Outline of Roleplay Script
Event Manager	Student being assessed	Delegate the work Monitor and assess the workflow and progress take into account known contingencies available. Share your relevant knowledge and experiences with team members

Specific instructions for your participation which will be observed and checked by your assessor during the roleplay are provided on the next page.

During the roleplay you must:

Seek feedback to identify any safety or risk issues or other barriers to delegated tasks and negotiate and implement any changes where appropriate
Review, monitor and assess the workflow and progress against the objectives/ timelines and evaluate team member skills.
Share your knowledge and experiences with team members and initiate any training if required.
When the set-up is complete, confirm that all requirements have been satisfied and check for any potential safety issues and that there is a clear and easy access for attendees. Identify any deficiencies in safety and access and resolve promptly, before the event starts.

Roles of other participants present for the roleplay activity:

Beverage Service Staff #1:

Beverage Service Staff #2:

Date:
Did the Student:		Comment if required	Attempt 1	Attempt 2		Attempt 3
1)	Establish on-site contact and consultation to develop and clearly communicate short, medium and long-term plans and objectives
2)	Plan and organise the workflow to maximise efficiencies for the event set-up
3)	Ensure staff understand and agree to the goals and objectives of the set-up activity
4)	Delegate work according to principles of delegation and encourage team and individuals to develop innovative approaches.
5)	Seek feedback to identify any safety or risk issues or other barriers to delegation of tasks.
6)	Review, monitor and assess the workflow and progress against the objectives/ timelines and evaluate team member skills.
7)	Assist the team in prioritising the activity workload through supportive feedback and provide mentoring and coaching
8)	Proactively consult with colleagues about ways to improve efficiency and service levels and motivate them to achieve optimal performance (including technical advice and support)
9)	Be positive, professional and collaborative when challenging and testing ideas within the team
10)	Anticipate/ respond to/ address any issues or problems that arise, using known contingencies available
11)	Shared their knowledge and experiences with team members and initiate training where relevant initiate training.
12)	When set-up is complete, confirm requirements have been satisfied and check for any potential safety issues and that there is easy access for attendees.
13)	Use questions and active listening to clarify/ confirm understanding encourage open and supportive communication and provide opportunity for feedback.
14)	Provide a final briefing to the team before the event starts
Outcome for Task: ✓□ Satisfactory OR □ Not yet satisfactory
Assessors Comments (Assessors must insert a comment to explain any instance where a student does not achieve a satisfactory outcome for a specific item).

Assessors Signature:					Date:

Following the set-up for the event, complete an Event Feedback/ Performance Report

Activity 2 is not to be attempted until after the Activity 1 cluster Roleplay #2 has been completed within the allowed time and the Observation Checklist has been assessed as satisfactory.

Event Feedback / Performance Report
Name of Event/ Activity:
Event/ Activity managed by:
Did all rostered & contractor staff attend:
Absentees from rostered & contractor staff:




(list four (4) actions – one for each incident above)



Systemic issues and/or potential for longer-term impact on events:
Event/ Activity completed within allowed time:
Should more time be allocated for similar activities/ events
Event/ Activity completed with rostered & contracted staff
Should more staff/ contractors be allocated for similar activities/ events
What (if any) Ideas/suggestions are offered for management consideration in the planning of future events/ activities:

Activity 3 – prepare a formal communications plan

You have been provided, as the Event Manager, ten (10) Marino Enterprises two-way radio handsets, numbered 1 to 10
Communication protocols stipulate that-
- - the MC (if there is one)
  - the DJ (if there is one)

Name of Event:
Client:
Location:				Date
Overall event responsibility
Event set-up:	Set up start		Set up finish
Set-up Responsibility
Final Briefing time:		Briefing by:
Event Start Time:		Event Finish Time:
Event Personnel (including contractors)		Handset Number allocated	Mobile Phone contact if provided
Overall Event Management


Food Service Personnel



Beverage Service Personnel



Entertainment Personnel




Communication Protocols
The Event Manager is the primary authority & decision-maker for any issues arising during the event.
Under no circumstances are personal mobile telephones to be used during an event, except as under 4) below




RSA issues are to be referred directly to the Event Manager

**** END OF ASSESSMENT TASK 3 ****



Activity 2: Completed Event Feedback/ Performance Report
Activity 3: Completed Event Communications Plan

Assessment Task 4: Case Study (continued) & Roleplay #3

Activity 2: You are required to check supplier invoices for the event
Activity 3: You are required to complete an Event Debrief/Performance Report

Simulated event’s function room with at least two (2) tables with 4 and chairs each, set up with place settings, glasses, cutlery, mock-up red wine and white wine bottles and water jug, and a mock-up separate Bar
Roleplay participants

A copy of your completed Event Running Sheet from the preceding Assessment Tasks, and
A copy of your Meeting Notes from the preceding Assessment Tasks

What do you need to do?	What evidence is required?
Activity 1: participate the Event operations & Break-down	your assessor will complete an observation checklist
Activity 2: answer five (5) Case Study questions
Activity 3: complete a Debrief & Performance Report	Completed Event Debrief & Performance Report

Decision Making Rules

Assessment Task 4: Case Study (continued) & Roleplay #3

Student Instructions

There will be forty-eight (48) people invited to attend the event, which is to include service of a dinner and drinks, an MC, a DJ, a guest band and the CEO’s favourite stand-up comedian.

Activity 1 - Participate in Event operations and break-down (Roleplay)

For this activity, you are required to participate in a Roleplay as the Event Manager with a simulation of the actual operation of the Christmas in July event , and in turn the break-down of the and the debriefing for the event..

Band Leader (another student, not being assessed)
DJ (another student, not being assessed)

Specific script and roleplay instructions

for your role are provided on the following page

Specific script for your role includes:

Event Manager

Student being assessed

Part 1:

Part 2:

It is now 11.30pm and the MC has just announced the end of the event. Guests start to leave

During the roleplay you must:

Take responsibility for the on-site coordination of the delivery of the event
Manage the break-down of the event in accordance with agreements and procedural requirements

Event Operations & Break-down


(Roleplay as HR Manager
Roles of other participants present for the roleplay activity:	CEO

Note that to obtain a satisfactory outcome for this assessment activity, students must achieve a satisfactory outcome for every line item and each sub point.

Date:
Did the Student:		Comment if required	Attempt 1	Attempt 2		Attempt 3
1)	Take responsibility for the on-site coordination of the delivery of the event
2)	Monitor and assess the workflow and progress against the timelines to ensure effective delivery of services as required
3)	Identify and promptly negotiate/address any issues or problems that arise
4)	Assist the team in prioritising if required to integrate potentially competing requirements .
5)	Mitigate any potential risks to the required service delivery.
6)	Manage the break-down of the event in accordance with agreements and procedural requirements
Outcome for Task: ✓□ Satisfactory OR □ Not yet satisfactory
Assessors Comments (Assessors must insert a comment to explain any instance where a student does not achieve a satisfactory outcome for a specific item).

Assessors Signature:					Date:

Crave Catering provided all of the catering as agreed and Great Entertainment provided all of the entertainment that was agreed to.

Both Crave Catering and Great Entertainments have since issued their invoices for the event.

✓□ Satisfactory OR □ Not yet satisfactory

✓□ Satisfactory OR □ Not yet satisfactory



✓□ Satisfactory OR □ Not yet satisfactory

Question 4

How could you obtain feedback from clients and others involved in an event? (List two (2) methods).



✓□ Satisfactory OR □ Not yet satisfactory

✓□ Satisfactory OR □ Not yet satisfactory

Activity 2 is not to be attempted until after the Activity 1 cluster Roleplay #2 has been completed within the allowed time and the Observation Checklist has been assessed as satisfactory.

You are to prepare an event debriefing and performance report to your colleagues and management to provide feedback from the event operations to assist in future event planning and team development. Use the Event Debrief & Performance Report template on the following page for your report- (this template also available as a separate handout if required)

Event Debrief & Performance Report
Name of Event/ Activity:
Event/ Activity managed by:
Did all rostered & contractor staff attend:
Absentees from rostered & contractor staff:




Systemic issues and/or potential for longer-term impact on events:
Event/ Activity completed within allowed time:
Should more time be allocated for similar activities/ events
Event/ Activity completed with rostered & contracted staff
Should more staff/ contractors be allocated for similar activities/ events
What (if any) Ideas/suggestions are offered for management consideration in the planning of future events/ activities:

***END OF ASSESSMENT TASK 4***

What do I need to hand in for this task?	Have I completed this?
Activity 1: Event operations and break-down (Roleplay)	Assessor to complete Observation checklist
Activity 2: answers to the five (5) Case Study questions
Activity 3: Event Debrief & Performance Report