Unit of competency Outline

Date retreived
22/07/2026 10:18 AM AWST

Whilst all efforts are made to provide accurate and timely information from the relevant source/documentation, please be aware that the information supplied may not be the most current version. The accuracy of the detail has not been confirmed by the Department and therefore should not be relied upon without first confirming the contents.

Plan in-house events or functions

Plan in-house events or functions

Unit of competency
National Code
SITXEVT401
State Code
WF758
TGA Status
Replaced
DTWD Status
Replaced
Current Release Number
1.00
Current Release Date
18/01/2013
View on TGA
State Implementation and Classification
Approved Date
15/10/2014
Field of Education
080319 - Hospitality Management
Original Release Date
15/10/2014
Nominal Hours
40
Description
This unit describes the performance outcomes, skills and knowledge required to plan the delivery of events or functions within a commercial venue. It requires the ability to identify the customer’s operational needs and preferences, prepare and confirm event proposals and finalise operational documents for the delivery of events.
Notes
Elements and Performance Criteria
1. Liaise with event customer to satisfy service expectations.
  • 1.1 Discuss and clarify purpose and scope of event or function with customer.
  • 1.2 Liaise with customer to determine specific operational needs, preferences and budget for event.
  • 1.3 Conduct customer site inspection as required.
  • 1.4 Hold ongoing discussions about event plans to satisfy all customer requirements and service expectations.
2. Prepare and confirm event proposals.
  • 2.1 Analyse and document event staging requirements based on detailed review of customer brief.
  • 2.2 Identify and pursue additional sales opportunities to ensure maximum event profitability.
  • 2.3 Develop options and ideas on event concept, theme and format for inclusion in event proposal.
  • 2.4 Verify the operational and service practicality of proposal through consultation with colleagues and suppliers.
  • 2.5 Present proposal including accurate information on costs and range and style of products and services.
  • 2.6 Negotiate and agree to final event details.
  • 2.7 Prepare and issue relevant event documentation to customer and update as changes occur.
3. Coordinate event services.
  • 3.1 Liaise with internal personnel and external suppliers to facilitate effective event planning.
  • 3.2 Identify environmental and social impacts and ensure services are organised to minimise these.
  • 3.3 Identify event components and create a schedule to facilitate event service bookings.
  • 3.4 Issue event orders to venue departments and external suppliers according to event deadlines and update as changes occur.
  • 3.5 Prepare and distribute operational documentation to internal personnel and suppliers according to organisational procedures.
  • 3.6 Develop and provide event briefings to relevant operations personnel in advance of the event.
  • 3.7 Minimise use of printed materials and maximise electronic transmission of documents to reduce waste.
4. Finalise event and evaluate operational success.
  • 4.1 Prepare final customer invoices and check and authorise payment of supplier invoices.
  • 4.2 Obtain feedback from customers and seek input from personnel and contractors on event operations.
  • 4.3 Reflect on and evaluate operational problems.
  • 4.4 Use all information to enhance future event planning activities.
The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.
Event or function may include:
balls
banquets
business and corporate
entertainment and leisure
exhibitions, expositions and fairs
festivals
fundraising
government and civic
industry and other awards presentations
marketing
meetings and conventions
parties
religious celebrations
social
sports
wakes
weddings.
Customer may include:
business to business
committees
corporate
event management companies
government
the media
retail.
Operational needs and preferences may relate to:
accommodation
budget
entertainment
floor plans
date
decorations
floral products
food and beverage
format, style and duration
event program
menu type
link between food service and other aspects of the event, such as speeches
numbers of attendees
on-site registration of attendees
security
set up of:
client displays and livery
exhibitor or sponsor stands
merchandising stands
seating
tables
style of service
styling of the venue
technical equipment
theming
timing of service.
Options and ideasmay relate to:
additional technical services
different approaches to use of space
incorporating theming
refining or adjusting catering options
styling the venue
using additional parts of the venue.
Event documentationmay include:
access and security details
booking conditions
car parking facilities
confirmation letters
contracts
floor plans
invoices
menus
safety information.
Event componentsmay include:
accommodation
contract staff
entertainment
decorations
floral products
food and beverage
internal service staff
interpreters
security
speakers
technical equipment and services:
audio-visual
pyrotechnics
rigging
sound and lighting
special effects
stage design and construction
venue styling.
Venue departmentsmay include:
environmental services
exhibition operations
food and beverage
front of house
kitchen operations
linen services
production services
security
technical services.
Operational documentationmay include:
briefing papers
emergency phone contacts
layout plan for venue or site
program
registration reports:
attendance lists per session, site, venue or table
name lists
special requests
running sheet
schedules
service vouchers
signage
site maps.
Event briefings may:
be:
facetoface
in writing
on telephone
involve clarification of:
access times for service personnel, client and attendees
client expectations
client role in event management
event program and scheduled time for activities
hierarchy of responsibility for instructions, controls and resolution of problems during event operation
procedures for event staging
regulatory compliance and roles and responsibilities of individual team members
roles and responsibilities of internal staff, contractors and volunteers
service expectations
staffing rosters
work health and safety.
The evidence guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.
Overview of assessment

Critical aspects for assessment and evidence required to demonstrate competency in this unit
Evidence of the ability to:
plan in-house events or functions involving:
comprehensive event plans
multiple operational components
an event operations team
plan the delivery of multiple events or functions within a venue to meet the operational requirements of diverse customers
prepare and present accurate and comprehensive event proposals, customer and operational documents for events
liaise with internal personnel and external suppliers to facilitate effective event planning and book their services
integrate knowledge of:
purpose and format for different types of events and functions staged in commercial venues
key features and functions of event staging products and services
venue features and capacity to service different types of events
formats for and inclusions of event documentation
plan events and issue documents within commercial time constraints and event deadlines.
Context of and specific resources for assessment
Assessment must ensure use of:
actual events or functions which are planned for and delivered within a venue. Events may be created for the specific purpose of skills assessment, but must still meet the requirements outlined under Critical aspects of assessment, and have commercial, community or business relevance. Small personal events are not appropriate as a means of assessing a individual’s skills and knowledge
venues and sites where events are operated; these can be:
real event venues and sites
event venues and sites operated within a training organisation such as auditoria, exhibition areas, conference rooms, restaurants and sporting facilities where real events are staged
customers with whom the individual can interact
internal personnel and external suppliers with whom the individual can interact
a computerised operations system currently used in the events industry to administer event planning functions
current and comprehensive event venue information:
product information within sales kits, brochures, product manuals, information kits or information databases
site specifications, operational and capacity information
technical production and staging specifications
industry current template documents for:
event proposals
event documentation issued to customers including booking conditions, confirmation letters, contracts and invoices
event operational documentation including event orders
floor plans
procedures for preparing proposals.
Method of assessment
A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit:
direct observation, using role plays, of the individual:
interacting with customers to elicit information on their event requirements
interacting with internal venue staff and external suppliers to facilitate effective event planning
evaluation of documents prepared by the individual:
event proposals
event documentation issued to customers including booking conditions, confirmation letters, contracts and invoices
event operational documentation including event orders
case studies and problem-solving exercises to allow the individual to analyse and respond to service difficulties for different event staging options and event impacts for different types of events
written or oral questioning to assess knowledge of:
purpose and format for different types of events and functions staged in commercial venues
key features and functions of event staging products and services
venue features and capacity to service different types of events
formats for and inclusions of event documentation
review of portfolios of evidence and thirdparty workplace reports of onthejob performance by the individual.
Guidance information for assessment
The assessor should design integrated assessment activities to holistically assess this unit with other units relevant to the industry sector, organisation and job role, for example:
BSBWRT401A Write complex documents
SITTTSL303 Sell tourism products and services
SITTTSL304 Prepare quotations
SITTTSL306 Book supplier services
SITXCCS401 Enhance the customer service experience
SITXEVT505 Manage on-site event operations.
Replaces
State Code National Code Title Type
WB974 SITXEVT005B Organise in-house events or functions Unit of competency
Replaced By
State Code National Code Title Type
AWS52 SITEEVT005 Plan in-house events or functions Unit of competency