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Course: Unit No: Document No: Assignment name: Diploma in Events Management Assist with Onsite Coordination of Services for an Event S5

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Course: Unit No: Document No: Assignment name: Diploma in Events Management Assist with Onsite Coordination of Services for an Event S5.EVO507-GA Create an event planning checklist Create a Communication Plan Unit: No in Matrix SPEC No: EVO507 TLUEC-01-0023-2-4 Date Submission: Date issued: Learner Assessment Submission and Authenticity Declaration Trainee declaration I certify that the evidence submitted for this assignment is my own. I have clearly referenced any sources used in the work. I understand that false declaration is a form of malpractice. Name: ………………………………………………... Trainee signature: ………………………………….. RT#: ………………………………………. Activity 1-Trainees will Create an Event-Planning Checklist to aid/assist/help in preparation for on-site implementation. 2-Trainees will Generate a List of Questions related to potential set up errors or problems that could occur due to specifics of the site. Skill Outcomes & Scope Covered Skill learning Outcomes Skills Scope 1. Make preparations to support on-site management 1.3 Identify and coordinate the acquisition of relevant physical, technical, human and financial resources 1. Plans and procedures may include: a) Registrations b) Organizing committee c) Record keeping and reporting d) Risk management e) Event timings f) Contractor communication 2. Coordinate event set-up 2.2 Identify any deficiencies and discrepancies, and take prompt action to negotiate any necessary adjustments 3. Monitor event operation 3.3 Liaise with the client and contractors throughout the event to ensure the event runs smoothly and to the satisfaction of the client Relevant contractors may include: a) Venues b) Speakers and facilitators c) Staging suppliers d) Display suppliers e) Caterers f) Equipment hire companies — S5.EVO507.GA1 Revision 2021-08-03 Page 1 of 8 Assessment Feedback Course: Unit No: Document No: Assignment name: Diploma in Events Management Assist with Onsite Coordination of Services for an Event S5.EVO507-GA Unit: No in Matrix SPEC: EVO507 TLUEC-01-0023-2-4 Grade: Grading Criteria Plagiarized A (4) B (3) C (2) D (1) F Producing: Producing: Producing: Document is delivered in accordance with all audience and mode specifications. Document is delivered in accordance with basic audience and mode specifications. Document required assistance to meet audience and mode specifications. Trainee tried to produce a document to meet basic audience and mode specifications. Practical application: Practical application: Practical application: Practical application: Interviews, PowerPoint, live Interviews, PowerPoint, projects delivered using live projects delivered appropriate communication. using basic communication. Interviews, PowerPoint, live projects delivered using limited communication and require support. Interview, PowerPoint delivered basic levels of communication. Instructions: Instructions: Instructions: Instructions: Trainee wrote his name RT Trainee wrote 2 out of the Trainee wrote 1 out of Trainee wrote nothing number and the submission 3 requirements the 2 requirements date Timeliness (punctuality) Delivered on time, both draft and final document. Timeliness (punctuality) Timeliness (punctuality) Late delivery of final Late delivery of final document by one day document by two days S5.EVO507.GA1 Timeliness (punctuality) Late delivery of final document exceeding three days Revision 2021-08-03 Did not meet basic requirements Producing: Did not meet basic requirements Misspelled words and grammatical errors impair reading the document. Did not meet basic requirements The tone and language Tone and written Written communication used is consistent and error communication is fairly has minor misspellings free. consistent and error free. and/or grammatical errors that do not detract from meaning Did not meet basic requirements Writing: Did not meet basic requirements Writing: The assignment has been plagiarized, thus only a D can be awarded Writing: The assignment has been plagiarized, thus only a D can be awarded Writing: The assignment has The assignment has The assignment has been plagiarized, thus been plagiarized, been plagiarized, only a D can be thus only a D can be thus only a D can awarded awarded be awarded D Page 2 of 8 Role Play: Role Play: Trainee delivered the training in an excellent manner, ensuring the full understanding of the recipient. Trainee delivered the training in a very good manner, ensuring the understanding of the recipient. Trainee delivered the training in a good manner, the recipient’s understanding being moderate. Trainee delivered the training in a fair manner, with the recipient’s understanding being at a minimum. Did not meet basic requirements Role Play: The assignment has been plagiarized, thus only a D can be awarded Role Play: Assessor Feedback Assessor Signature: …………………………….. Student signature: ………………………………. Date: …………………………………………… Date: …………………………………………… Activity # 1 Part one: INSTRUCTIONS Using the sample provided, each trainee will create an event planning checklist to aid in preparation for onsite implementation. The checklist should cover physical, technical, human and financial resources, including but not limited to: Technical Resources Key (important) planning documents Key (important) contracting documents Key (important) program documents Risk management and safety documents Physical Resources Supply list Equipment list Signage list Venue Hotel rooms Human Resources Staff Assignments Volunteers and assignments Vendor resources info Program participant info Security Staff Catering Staff S5.EVO507.GA1 Revision 2021-08-03 Page 3 of 8 Financial Resources Credit card Financial processing info Cash and Cashbox If time permits, students can work together to combine their individual checklists to create a master checklist. NO. 1 2 3 4 Task Description Technical Resources Key planning documents Key contracting documents Key program documents Risk management and safety documents This document contains all the important plans for the event These documents will contain all the contracts or agreements with the vendors or suppliers These documents contain all the important program information This document will contain all the risk management plans 5 Physical Resources 1 Equipment list A list of all the equipment which is needed for the event Supply list 2 3 Signage list 4 Venue 5 Hotel rooms A list of all the things that must be supplied for the event A list of all the signs which are needed for the event This document contains all the information about the venue This document contains all the information about the hotel rooms / This document has all the information about the hotel rooms 6 Human Resources 1 2 3 4 5 6 Staff Assignments Volunteers and assignments Vendor resources info Program participant info Security Staff Catering Staff This is related to all the responsibilities of the event staff / This document has all the information about the Staff Assignments or Tasks This is related to the tasks that the volunteers have to complete This is all the information about the different vendors / This document has all the information about the vendors This document relates to all the event program participant information / This document has all the details of the event security This document has all the details of the Catering Staff 7 S5.EVO507.GA1 Revision 2021-08-03 Page 4 of 8 Financial Resources Credit card 1 2 Financial processing info 3 Cash and Cashbox This is used to make purchases for the event / The event manager will use the credit card to make payments This document has all the information about the financial plan for the event This is where the cash is stored Part Two: In this assignment, you are required to Develop a Communication Plan for the following event situation. On the morning of the session, a well-known keynote speaker for a lunchtime presentation has cancelled due to a serious illness in his family. A colleague from a related organization has agreed to speak in his place. Tickets for this session were priced at $150 pp. due to the popularity of the keynote speaker. Your organization does not plan to provide refunds. In the plan, you should answer the following questions: 1. Who will be involved in communicating the information? 2. What channels (tools and strategies) will be used to communicate the information? 3. What information will be shared, and what will be kept confidential? 4. Who should receive the information? Who receives the public information and who will need to know confidential and policy information? The information below is what we discussed in class to prepare you for this activity. Question: What is a Communication Plan? This is the plan which is used to talk to people or to convey a message to people. An Event Communication Plan is used to convey a message to the event stakeholders about anything important which has happened. S5.EVO507.GA1 Revision 2021-08-03 Page 5 of 8 In this assignment, you are required to develop a Communication Plan for the following event situation: On the morning of the event session, a well-known keynote speaker for a lunchtime presentation has cancelled due to a serious illness in his family. A colleague from a related organization has agreed to speak in his place. Tickets for this session were priced at $150 pp. due to the popularity of the keynote speaker. Your organization does not plan to provide refunds. In the Communication Plan, you should answer the following questions: 1. Who will be involved in communicating the information? - The event coordinator - The event spokesperson - The event Public Relations Manager 2. What channels (tools and strategies) will be used to communicate the information? - Face to Face is the best way to communicate the problem Social media – is usually effective but in this case, social media, might not be the most effective because you need the message to reach the event attendees immediately and not all of them might be connected to social media. - SMS (short messaging system) to the stakeholder’s mobile number, could be the next most effective method after the face-to-face method. - E-mail 3. What information will be shared, and what will be kept confidential? Example Messages: - Due to an unforeseen situation, the program will change slightly. We sincere apologise for the inconvenience, but we assure you that you will not be disappointed. - Dear Stakeholder, we would like to apologise for the small problem regarding the event program. The event will still be as interesting as planned and we will do everything to make sure that you are satisfied. S5.EVO507.GA1 Revision 2021-08-03 Page 6 of 8 4. Who should receive the information? Who receives the public information and who will need to know confidential and policy information? - The event company Legal Department - The event company Public Relations Department - The event company Spokesperson - The Event Coordinator The event coordinator will find out from the above departments how best to handle the slight problem and what to communicate to the stakeholders and attendees. Activity # 2 INSTRUCTIONS Using a floor plan of your choice, each one of you will generate a list of questions related to potential set up errors or problems that could occur due to specifics of the site. For example: Is there enough room in front of the elevators for registration? You have to create a question which relates to the list below: Questions should address all of the following potential set up areas: Information desk Is the information desk clearly visible? Registration Is there enough room in front of the elevators for registration? (the example) Is the registration easy and safe for attendees? Seating Is there enough leg room in front of the seats? Are the seats comfortable for the attendees? Site Lines S5.EVO507.GA1 Revision 2021-08-03 Page 7 of 8 AV – Staging/Lighting Will the AV equipment work properly? Is the enough space above the stage for the AV Equipment Food & Beverages Do we have enough space in the venue to store the F&B? Will there be enough room to bring the F&B to the venue Speaker (Person) or entertainer needs Have the speakers or the entertainers been given the schedule so that they know what to do? Do we have enough speakers? Have the speakers been properly prepared? Is there e clear passage for the speakers to get to the stage? Computer/technology areas Are the computer technology areas clear from the attendees so that they are not disturbed? Is the computer area positioned close to the stage in order to do their role? Medical/first aid areas Is the medical or first-aid area clearly accessible to the attendees in case of an emergency? Exhibits Are the exhibits or the booths properly spaced to be in line with Covid-19 rules? Are the exhibits arranged in a manner that makes it easy for the attendees to see the exhibits? On-site office Is the on-site office fully equipped for the event needs? The onsite office must not be a disturbance to the attendees. Transportation pick-up/drop off area(s) Is the transportation areas close enough for the event attendees and not too far from the venue? Do we have enough transportation? Does the transportation area block the event entrance? News media area(s) Is the news media area accessible for the media staff? Is the news media area a disturbance to the event attendees? S5.EVO507.