CBLM On Events Capella Arts Technical & Vocational Institute Inc. Toby Tyler M. Jose

Sector TOURISM
Qualification Title EVENTS MANAGEMENT SERVICES NC III

Unit of Competency PROVIDE ON-SITE EVENT MANAGEMENT
SERVICES
Module Title PROVIDING ON-SITE EVENT MANAGEMENT
SERVICES
Capella Arts Technical & Vocational Institute Inc.

Leuterio St. San Jose, Balite Calapan City, 5200
Tel. # 043-288-48-03
CBLM on Events Date Developed: Document No:

Management Services January 2020 Issued by:
NC III Date Revised Capella Arts Technical
March 2020 & Vocational Institute Page 1
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Event Management Revision # 01
Services
TABLE CONTENTS
Page
CBLM on Plan and Develop Event Proposal or Bid 1
Table of Contents 2-3
How to use this Competency-Based Learning Material 4-5
Module of Content 6
Learning Outcome 1. Prepare for On Site Management 7-10
Information Sheet 6.1-1 Prepare for On Site Management
Self-Check 6.1-1 18
Answer Key 6.1-1 19
Learning Outcome 2. Oversee Meeting / Event Set Up 22-23
Information Sheet 6.2-1 Oversee Meeting / Event Set Up
Self-Check 6.2-1 28
Answer Key 6.2-1 29
Learning Outcome 3. Monitor Meeting / Event Operation 30
Information Sheet 6.3-1 Event Safety 31-37
Self-Check 6.3-1 38
Answer Key 6.3-1 39
Learning Outcome 4. Oversee Meeting / Event Breakdown 42
Information Sheet 6.4-1 Oversee Meeting / Event Breakdown
Self-Check 6.4-1
Answer Key 6.4-1

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HOW TO USE THE MODULE
Welcome to the Module “PROVIDE ON SITE EVENT MANAGEMENT
SERVICE”. This module contains training materials and activities for you to
complete. The unit of competency “PPROVIDE ON SITE EVENT
MANAGEMENT SERVIC” “contains knowledge, skills and attitudes required
for an EVENT MANAGEMENT SERVICES NCIII course.
You are required to go through a series of learning activities in order to
complete each of the learning outcomes of the module. In each learning
outcome there are Information Sheets, Task Sheets and Activity Sheets.
Follow these activities on your own and answer the Self-Check at the end of
each learning activity.
If you have questions, don’t hesitate to ask your teacher for assistance.
Recognition of Prior Learning (RPL)
You may already have some of the knowledge and skills covered in this
module because you have:
o been working for some time o already have completed training in this
area.
If you can demonstrate to your teacher that you are competent in a
particular skill or skills, talk to him/her about having them formally recognized
so you don’t have to do the same training again. If you have a qualification or
Certificate of Competency from previous trainings show it to your teacher. If
the skills you acquired are still current and relevant to this module, they may
become part of the evidence you can present for RPL. If you are not sure about
the currency of your skills, discuss it with your teacher.
After completing this module ask your trainer/facilitator to assess your
competency. Result of your assessment will be recorded in your competency

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profile. All the learning activities are designed for you to complete at your own
pace.
Inside this module you will find the activities for you to complete followed
by relevant information sheets for each learning outcome. Each learning
outcome may have more than one learning activity.

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EVENTS MANAGEMENT SERVICES NC III
CORE COMPETENCIES
COMPETENCY BASED LEARNING MATERIALS
LIST OF COMPETENCIES
No. Unit of Competency Module Title Code

1 Plan and develop event Planning and TRS342315
proposal or bid developing event
proposal or bid
2 Develop an event concept Developing an event TRS342316
concept
3 Develop event program Developing event TRS342317
program
4 Select event venue and Selecting event venue TRS342318

site and site
5 Develop and update Developing and TRS342319

event industry knowledge updating event industry
knowledge
6 Provide on-site event Providing on-site TRS342320
management services event management
services
7 Manage contractors for Managing contractors TRS342321

indoor events for indoor events
8 Develop and update Developing and update TRS342322

knowledge on protocol knowledge on protocol

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MODULE CONTENT
QUALIFICATION: EVENTS MANAGEMENT SERVICES NC III
UNIT OF COMPETENCY: PROVIDE ON SITE EVENT MANAGEMENT
SERVICE
MODULE TITLE: PROVIDING ON SITE EVENT MANAGEMENT
SERVICE
INTRODUCTION: This module deals with the knowledge, skills,
behavior and motivations required to
coordinate the final preparation and set-up of a
major event comprising multiple components
and to manage all aspects of the on-site
operation. On-site management requires
considerable communication,
negotiation and problem solving skills and would
normally be undertaken by senior meeting or
events personnel.
NOMINAL DURATIONS:
SUMMARY OF LEARNING OUTCOME:
LO1. Prepare for on site management
LO2. Oversee meeting/event set up
LO3. Monitor meeting/event operation
LO4. Oversee meeting/event breakdown

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LEARNING OUTCOME 1: PREPARE FOR ON SITE MANAGEMENT
CONTENTS:
 Typical on-site events management systems and procedures
 Logistics for on-site management including contractor communication
mechanisms and protocols (e.g. main liaison person within a venue,
hierarchy of control, walkietalkie options)
 Running sheets and how they are used
 Importance of and techniques for managing stress and time during the
operation of an event
 Characteristics of written contractor documentation including event
order and other technical specifications
 Safety/risk issues associated with the movement of numbers of people
at meeting and event venues
ASSESSMENT CRITERIA
 Plans for on-site management are developed in accordance with agreed

procedures for the meeting or event.
 Final arrangements for all aspects of the meeting or event are checked
and any discrepancies are attended to.
 Materials are created and collated to facilitate effective on-site
management.
 Accurate briefing is provided to operational staff and contractors prior to
the meeting or event in an appropriate format including clarification of
roles and responsibilities.

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CONDITIONS:
 Project or work activities that allow the candidate to manage the on-site
aspects of a meeting or event within an appropriate venue on more than
one occasion to ensure that skills in dealing with a range of
circumstances are demonstrated
 Involvement of a team of operational staff involved in delivering a meeting
or event
 Involvement of suppliers of equipment and services
 Realistic ratios of operational staff to delegates and guests
 Presence of commercially-realistic time pressures related to the operation
of an event
 Use of meeting and event operational documents and equipment
METHODOLOGY:
 Lecture
 Discussion
 Demonstration
 Practical exercises
ASSESSMENT METHOD
 Oral or written test
 Direct observation
 Practical test
 Evaluation of work done by learner

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LEARNING EXPERIENCES

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Learning Activities Special Instructions
1. Read Information Sheet 6.1-1 on If you have some problems on
Prepare for On-Site Management Information Sheet 6.1-1, don’t hesitate
to approach your facilitator. If you feel
you are knowledgeable on the content
of Information Sheet6.1-1, you can
now answer Self-Check 6.1-1.
2. Answer Self Check 6.1-1 Compare your answer with the answer
key 6.1-1 If you got 100% correct
answer in this self-check, you can now
move to the next information sheet. If
not review the information sheet and
go over the self-check again.
3.Read Information Sheet 6.2-1 on If you have some problems on
Oversee Meeting / Event Set Up Information Sheet 6.2-1don’t hesitate
of Information Sheet 6.2-1, you can
now answer Self-Check 6.2-1
key 6.2-1If you got 100% correct
Event Safety Information Sheet 6.3-1, don’t hesitate
of Information Sheet 6.3-1, you can
now answer Self-Check 6.3-1.
key 6.3-1 If you got 100% correct
Oversee Meeting / Event Break down Information Sheet 6.4-1, don’t hesitate
Management Services January of
2020 Issued by:
Information Sheet6.4-1, you can
now answer Self-Check
March 2020 & Vocational6.4-1.
Institute Page 10
8. Answer Self Check 6.4-1 RevisedCompare
By your answer
Inc. with the answer
Provide On-Site
Toby Tyler
key M.6.4-1
Jose If you got 100% correct
Services answer in this self-check, you can now
INFORMATION SHEET 6.1-1
LEARNING OUTCOME 1:
PREPARE FOR ON SITE
MANAGEMENT
Procedures for the Meeting or Event

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Managing event staff
The success of the event will be very largely

determined by how well event staff carries out
their allocated tasks before and during the event.
Although the event plan may stipulate and

provide details of every task that needs to be
completed, it is still necessary for the Event
Director to ensure that every task is completed

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by the required date and time. It is the nature of event management that one
small task, if not completed, can have a major effect on the success of the
event. Supposing that someone forgets to pick up the trophies the day before
the event and now the trophy shop is shut for the weekend. Perhaps, no-one
checks the electronic scoreboard before the start of the event and it fails to
work.
Although the Event Director has ultimate responsibility for all matters
concerning the event they cannot and should not try to be in all places at the
same time. Instead the Event Director must devise systems that result in:
1. Recruitment of suitable people for the event team who may be all
volunteer, all paid or a mixture of both. See also Recruiting Volunteers
2. The provision of job descriptions for all event staff. In many cases, job
descriptions need to be created before advertising positions.
3. The provision of training to all members of the event team as may be

required. This includes general induction training as well as training
specific to team position. The extent of training depends on many factors
such as position, level of experience and scale of event.
4. The creation and use of systems of control that:
1. identify all tasks that must be completed
2. allocate tasks to individual staff
3. enable staff to self-check the completion of tasks
4. provide feedback to the event director when tasks are completed
5. provide feedback if there is any problem that prevents a task from
being completed

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5. The organization of meetings between the event management team and
the event director. Meetings are crucial to ensure the Event Director is
across any issue that may impact on the event, as early as possible.
Note: Event Directors should appreciate that many of the suggestions provided by
this web site are suitable mostly for medium to large events. The practicalities of
small events, run usually on a voluntary basis and involving smaller event
management teams, may reduce the need to implement some of the measures
suggested by this web site.
Contractors and suppliers Dependent on the scale of your event, it is likely

that you will be engaging the services of contractors and sub-contractors to
undertake such tasks as the construction and tear down of temporary
structures and the installation and maintenance of services to the site. The set
up and take down of major event sites can be extremely hazardous and all the
necessary precautions need to be put in place by the contractor and event
organizer.
The following documentation should be requested from all contractors:
 A copy of their company’s health and safety plan
 Proof of insurance
 A specific risk assessment of the work they will be carrying out on your
behalf Work method statements for any construction activities
 Certification for materials used e.g. fire certificates for carpeting etc.
 Site plans and specifications where required
 Structural engineers’ certificates
Documentation as required under the construction regulations For events that
require significant build up you should appoint and involve an event safety

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officer in the selection of contractors to ensure they adhere to safe working
procedures on the site and a structural engineer to ensure any temporary
structure is built to specifications. In respect of staff employed by you on
construction and installation activities, the event safety officer should not only
devise safe systems of work but should supervise this work. This should
include ensuring that staffs are trained appropriately in the use of equipment
or to drive fork lift trucks
SELF-CHECK 6.1-1
TEST I:
The following documentation should be requested from all contractors:

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ANSWER KEY 6.1-1
TEST I:
 A copy of their company’s health and safety plan
 Proof of insurance
 A specific risk assessment of the work they will be carrying out on your
behalf

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 Work method statements for any construction activities
 Certification for materials used e.g. fire certificates for carpeting etc.
 Site plans and specifications where required
 Structural engineers certificates
 Documentation as required under the construction regulations For events

that require significant build up you should appoint and involve an event
safety officer in the selection of contractors to ensure they adhere to safe
working procedures on the site and a structural engineer to ensure any
temporary structure is built to specifications.
LEARNING OUTCOME 2: OVERSEE MEETING / EVENT SET UP

CONTENTS:

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ASSESSMENT CRITERIA
 Contact with the nominated contractor personnel is established at the

appropriate time and all requirements are reconfirmed and agreed to.
 Necessary adjustments are made and agreed to with the contractors.
 All aspects of the event or meeting set up are checked against the pre-
arranged agreements.
 Venue space and set up of equipment are checked to allow for easy
access, especially for those with disabilities, and to avoid risk of injury to
guests, delegates and colleagues.
 Any deficiencies and discrepancies are identified and prompt action is
taken to rectify the situation.
 Additional on-site staff are briefed on the full details of the meeting or
event operation including communication and control mechanisms.
CONDITIONS:
or event

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of an event
METHODOLOGY:
 Lecture
 Discussion
 Demonstration
ASSESSMENT METHOD
 Practical test
LEARNING OUTCOME 1:
OVERSEE MEETING/EVENT
SET UP
Event Setup Checklist for Venue Coordinators

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Most venues are accustomed to the pressures that come with coordinating
multiple events in a short time span. After all, their business depends on them
providing quality service, and every event is an opportunity to showcase their
skills to both event plannersand attendees. The most critical time though
comes before the show even begins, when the client walks into the banquet
room for setup. It is at this moment where the tone will be set for the rest of
the day.
This is one lesson I learned quickly as a venue coordinator, and I later
developed my own setup checklist to keep clients satisfied (and occupied)
during the stress-filled setup period.
Have Your Carts Ready
The first thing your client will want to do is unpack all of their event supplies
from their vehicle. This can be a difficult task, especially if the parking
situation is hard to navigate. Imagine someone walking into your venue with a
load of heavy boxes – what is the first thing they will be looking for? The
answer is, of course, a cart, or anything else that will lighten their load and

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make the ominous job of unloading significantly easier. Having carts available
right when they walk in the venue is an easy way to make them feel “relieved”
just by showing up.
Prepare the Registration Tables
Next on the list of things-to-do for most clients is getting registration setup.
This means your venue better have the all of the registration components in
place before they arrive.
That includes all tables, chairs, electric and skirting. Organizing name tags and
check-in materials will consume a lot of time for the event planners, and they
shouldn’t have to wait for you to get these simple things in place for them to
get started.
Have All Rooms Tables and Linens Set
Setting all of the tables and chairs in the event space can obviously take some
time.Hopefully, if you are coming off an earlier event, you have told the client in
advance when to expect all of the room components to be set. If your client
walks into a room with dozens of workers scrambling to un-stack tables and
chairs they are likely going to panic. Ideally, your operations team will have
everything set with table linens in place so that the planners can begin placing
centerpieces, auction items, etc.
Get All Signage Out Early
Just because the lead planner knows how to navigate the building does not
mean her support crew does. You can save everyone a lot of unnecessary
hassle by updating the signage within your building as soon as the setup
period is about to begin. Keep in mind that vendors like florists and DJ’s also
need to know where to go. These are all things to review with your client before
event day, but they are also necessary to look out for on the big day.

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Review BEO’s and Invoices
Again, you likely have emailed these documents several times during the days
leading up to the event, but it never hurts to review them one last time. Even
though setup time is hectic, you need to carve out 15 minutes to look over
these documents together. Venue coordinators should have a packet ready for
their client that includes the BEO, room diagram, and prospective invoice.
Very few experienced planners will pass on the opportunity to review these
critical papers.
Introductions
Be sure to bring the key members of your team to your client for a formal
introduction. This list includes the catering manager, banquet captain,
operations supervisor and audio/visual coordinator. Think on behalf of your
client when introducing the team – are there any details that should be
discussed face to face with your management team? Starting a short
conversation is an effective way to highlight who is in charge of each area.
This short checklist of event setup items will go a long way towards keeping
your client happy upon arrival. As the primary representative for your venue, it
is always best to give the clients your cell phone number in case anything goes
wrong while you are working in your office.
Remember, they might get frustrated if they need something, but they will be
even more frustrated if they can’t find anyone to help them!

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SELF-CHECK 6.2-1
Test I.
1. What is BEO stand for?
2. Discuss what is BEO?

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ANSWER KEY 6.2-1
Test I.
1. Banquet Event Order
2. The Banquet Event Order, often referred to as the BEO, is a document that
outlines all the details of a wedding or event at a venue or hotel.
The hotel or venue uses the BEO as their set of directions for the event.

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LEARNING OUTCOME 3: MONITOR MEETING / EVENT OPERATION
CONTENTS:
ASSESSMENT CRITERIA
 Sessions and activities are monitored throughout the meeting or event

through observation and appropriate reporting processes.
 Problems are identified as they arise and prompt action is taken to
resolve the situation.
 Additional requirements are identified and promptly organized.
 Customer is liaised with throughout the meeting or event to ensure it is
progressing to his/her satisfaction.
 All contractors are liaised with on an on-going basis to ensure effective
delivery of services.

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CONDITIONS:
or event
of an event
METHODOLOGY:
 Lecture
 Discussion
 Demonstration
ASSESSMENT METHOD
 Practical test

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EVENT SAFETY
Event Safety
Below are a number of scenarios that indicate the range of risks associated
with crowds at sporting events. Although some of these scenarios may seem to
have a low probability, they do actually occur. As an event manager you are
expected to have some kind of plan to deal with these problems if and when
they occur.
Emergency Scenarios
What happens if . . .a spectator in
one of the stands has a heart attack
and requires urgent medical
attention? Someone in one of the
stands sets off a smoke canister and
there are surges of people pushing in
all directions trying to get away? One
of the parachutists (as seen in the
picture above) lands badly and is
suspected to have spinal injuries? The number of people in one of the stands
exceeds the design limit?
 There is an earthquake during the event?
 There is an electrical storm during the event?
 and of course there are many more possibilities!
(See more about risks associated with events)

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It is extremely important for event organizers to have an emergency plan in
place.
 The objectives of such a plan would be to reduce the possible
consequences of an emergency through the provision of training to event
staff in: awareness of types of emergency at sport events
 early recognition of an emergency situation
 actions to be taken to bring medical services (e.g. ambulance) to those in
need
 crowd communication, direction and control
 accelerating the resumption of normal operations
An emergency plan specifies the organisation's policies and procedures for
handling sudden and unexpected situations which require immediate
Elements of an Emergency Plan

1. An Emergency Plan should include the following elements with the
appropriate documentation:
 Assessment of the size and nature of the events foreseen and the
probability of their occurrence. It is highly recommended that a
vulnerability analysis be instigated.
 Formulation of a plan in consultation with outside authorities
such as emergency services, fire department, police
 Procedures
 raising the alarm
 invoking the emergency plan
 communication both within and outside the site
 evacuation of non-essential personnel to pre-determined safe
assembly points by pre-determined exits

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 Appointment of key personnel and their duties and responsibilities
 site incident controller
 site main controller
 Emergency control centre (if required)
 Action on site, for example alerting staff and students, ordering
evacuation, confirming evacuation is complete
 Action off site, alerting external agencies, alerting population, requesting
external aid, advising the media Where and how injured persons are to
be treated. Are suitable first aid facilities on site?
 The plan should define the way in which personnel at the incident site
can initiate action. The plan should also contain the full sequence of key
personnel to be called but consideration needs to be given to absences
due to sickness and holidays, and any other changes in manning.
 Emergency planning should consider the need to make arrangements for
an authoritative release of information to the media. A person would be
appointed to receive inquiries from the public.
 Appropriate training needs to be given to all personnel who are part of
the emergency plan.
 Once the Emergency Plan has been finalized and appropriate training
has been conducted then the plan should be tested in one of three ways:
 full scale exercise to test command, coordination and
communication setups
 tabletop exercises can be used to test some aspects of the
emergency plan, and has the advantage of not interrupting
normal operations
 Specific aspects of the plan can be tested, for example
communication and evacuation.

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The Emergency Plan must be regularly updated. This will take into account
changes in personnel, telephone numbers and storage areas. This requirement
should be written into the plan, and should be responsibility of a particular
individual.

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SELF-CHECK 6.3-1
Test I.
1. What is Event Safety?
2. Who are the two (2) key personnel for emergency plan?

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ANSWER KEY 6.3-1
1. A Safety Event is a situation where best or expected practice does not occur.
If this is followed by serious harm to a patient, then we call it a “Serious Safety
Event (SSE)”.
2. The two (2) key personnel for emergency are Site incident controller and Site
Main controller

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LEARNING OUTCOME 4: OVERSEE MEETING / EVENT BREAKDOWN
CONTENTS:
ASSESSMENT CRITERIA
 Sessions and activities are monitored throughout the meeting or event

through observation and appropriate reporting processes.
 Problems are identified as they arise and prompt action is taken to
resolve the situation.
 Additional requirements are identified and promptly organized.
 Customer is liaised with throughout the meeting or event to ensure it is
progressing to his/her satisfaction.
 All contractors are liaised with on an ongoing basis to ensure effective
delivery of services.

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CONDITIONS:
or event
of an event
METHODOLOGY:
 Lecture
 Discussion
 Demonstration
ASSESSMENT METHOD
 Practical test

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Qualification EVENT MANGEMENT SERVICE NC III
Unit of PROVIDE ON SITE EVENT MANAGEMENT SERVICE
Competency
Ways in which evidence will be collected:
Demonstration with
Oral Questioning
[tick the column]
Written test
Third Party
The evidence must show that the Trainee……
 Plans for on-site management are developed X X
in accordance with agreed procedures for the
meeting or event
 Final arrangements for all aspects of the X X
meeting or event are checked and any
discrepancies are attended to
 Materials are created and collated to facilitate X X
effective on-site management
 Accurate briefing is provided to operational X X
staff and contractors prior to the meeting or
event in an appropriate format including
clarification of roles and responsibilities
 Contact with the nominated contractor X X
personnel is established at the appropriate
time and all requirements are reconfirmed
and agreed to
 Necessary adjustments are made and agreed X X
to with the contractors
 All aspects of the event or meeting set up are X X
checked against the pre-arranged agreements
 Venue space and set up of equipment are X
checked toCBLM
allow
on for easy access,
Events especially
Date Developed: Document No:
for those with disabilities, and to avoid
Date risk of
Revised Capella Arts Technical
NC III
injury to guests, delegates and colleagues
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 Provide On-Site
Any deficiencies and discrepancies areJose X X
Toby Tyler M.
identified Services
and prompt action is taken to
rectify the situation
 Additional on-site staff are briefed on the full X X
Prepared
details by:
of the meeting or event operation Date:
including communication and control
Checked by: Date:
mechanisms
 Sessions and activities are monitored X X
throughout the meeting or event through
observation and appropriate reporting
processes
 Problems are identified as they arise and X
prompt action is taken to resolve the
situation
 Additional requirements are identified and X X
promptly organized
 Customer is liaised with throughout the X X
meeting or event to ensure it is progressing
to his/her satisfaction
 All contractors are liaised with on an ongoing X X
basis to ensure effective delivery of services
 Breakdown of the meeting or event is X X
checked to ensure it is completed in
accordance with agreements
 The packing and removal of all materials and X X
equipment are coordinated in accordance
with pre-arranged details
 Venue is checked to ensure items and X X
belongings are not left behind
 Debriefing is conducted with contractors and X X
staff, if necessary, to discuss any difficulties
or suggestions for future improvements
 Accounts are checked and signed in X X
accordance with contractor agreements
 Outstanding items Services
Management requiringJanuary
post-event
2020 Issued X
by: X
Date Revised Capella Arts Technical
action are NC III
noted March 2020 & Vocational Institute Page 37
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Demonstration with Oral Questioning
Trainee name:
Trainer name:
Unit of competency: PROVIDE ON SITE EVENT MANAGEMENT
SERVICE
Date of assessment:
Time of assessment:
Instructions for demonstration
Given the necessary equipment’s, tools and materials needed, the Trainee must be
able to present the onsite events management.
Materials and equipment: Laptop, pen, bond paper
OBSERVATION  to show if evidence is

demonstrated
During the demonstration of skills, did the Trainee: Yes No N/A
 Developed Plans for on-site management in
accordance with agreed procedures for the   
meeting or event
 Created and collated Materials to facilitate effective

  
on-site management
 Provided Accurate briefing to operational staff and   

contractors prior to the meeting or event in an
appropriate format including clarification of roles
and responsibilities
 Checked All aspects of the event or meeting set up   

against the pre-arranged agreements
 Identified Any deficiencies and discrepancies and   

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prompt action taken to rectify the situation
 Briefed Additional on-site staff on the full details of

the meeting or event operation including   
communication and control mechanisms
 Monitored Sessions and activities throughout the

meeting or event through observation and   
appropriate reporting processes
 Checked Breakdown of the meeting or event is to

ensure it completed in accordance with   
agreements
The Trainee’s demonstration was:

Satisfactory  Not Satisfactory 
Observation and questioning checklist

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Questions Satisfactory response
The Trainee should answer the following questions: Yes No
1. What are the contractors and suppliers?  

2. What are the following documents should be requested from  
all contractors?
3. What is Event safety?  
4. What are the objectives of such a plan would be to reduce the

possible consequences of an emergency through the  
provision of training to event staff?
5. What an Emergency Plan should include the following
 
elements with the appropriate documentation?
 
The Trainee’s underpinning knowledge was:
Satisfactory  Not Satisfactory 
Feedback to Trainee:
The Trainee’s overall performance was:

Satisfactory  Not Satisfactory 
Trainer signature: Date:
Trainee Signature
Acceptable answers are:

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1. Contractors and suppliers Dependent on the scale of your event, it is likely
that you will be engaging the services of contractors and sub-contractors to
undertake such tasks as the construction and tear down of temporary
structures and the installation and maintenance of services to the site. The
set up and take down of major event sites can be extremely hazardous and
all the necessary precautions need to be put in place by the contractor and
event organiser
2. The following documentation should be requested from all contractors:
• A copy of their company’s health and safety plan

• Proof of insurance
• A specific risk assessment of the work they will be carrying out on your
behalf
• Work method statements for any construction activities
• Certification for materials used e.g. fire certificates for carpeting etc.
• Site plans and specifications where required
• Structural engineers certificates
• Documentation as required under the construction regulations For events
that require significant build up you should appoint and involve an event
safety officer in the selection of contractors to ensure they adhere to safe
working procedures on the site and a structural engineer to ensure any
temporary structure is built to specifications. In respect of staff employed by
you on construction and installation activities, the event safety officer
should not only devise safe systems of work but should supervise this work.
This should include ensuring that staff are trained appropriately in the use
of equipment or to drive fork lift trucks
3. Below are a number of scenarios that indicate the range of risks associated
with crowds at sporting events. Although some of these scenarios may seem
to have a low probability, they do actually occur. As an event manager you
are expected to have some kind of plan to deal with these problems if and
when they occur..
4. awareness of types of emergency at sport events

a. early recognition of an emergency situation
b. actions to be taken to bring medical services (e.g. ambulance) to those
in need
c. crowd communication, direction and control
d. accelerating the resumption of normal operations

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5.
1. Assessment of the size and nature of the events foreseen and the
probability of their occurrence. It is highly recommended that a
vulnerability analysis be instigated.
2. Formulation of a plan in consultation with outside authorities such
as emergency services, fire department, police
3. Procedures
1. raising the alarm
2. invoking the emergency plan
3. communication both within and outside the site
4. evacuation of non-essential personnel to pre-determined safe
assembly points by pre determined exits
4. Appointment of key personnel and their duties and responsibilities
1. site incident controller
2. site main controller
5. Emergency control centre (if required)
6. Action on site, for example alerting staff and students, ordering
evacuation, confirming evacuation is complete
7. Action off site, alerting external agencies, alerting population,
requesting external aid, advising the media
8. Where and how injured persons are to be treated. Are suitable first
aid facilities on site?
Trainer signature: Date:
WRITTEN TEST:

Unit of Competency PROVIDE ON SITE EVENT
MANAGEMENT SERVICE
FILL THE BLANKS:

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A. The creation and use of systems of control:
__________________
__________________
__________________
__________________
__________________
__________________
__________________
B. Procedures in emergency:
__________________
__________________
__________________
__________________
__________________
__________________
__________________
C. Contractors and suppliers

________________________________________________________________
________________________________________________________________
WRITTEN TEST: - ANSWER KEY

Unit of Competency PROVIDE ON SITE EVENT
MANAGEMENT SERVICE

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A.
1. identify all tasks that must be completed

2. allocate tasks to individual staff
3. enable staff to self-check the completion of tasks
4. provide feedback to the event director when tasks are completed
5. provide feedback if there is any problem that prevents a task from
being completed
B.
1. raising the alarm

2. invoking the emergency plan
3. communication both within and outside the site
4. evacuation of non-essential personnel to pre-determined safe
assembly points by pre determined exits
C.
Dependent on the scale of your event, it is likely that you will be engaging the
services of contractors and sub-contractors to undertake such tasks as the
construction and tear down of temporary structures and the installation and
maintenance of services to the site. The set up and take down of major event
sites can be extremely hazardous and all the necessary precautions need to be
put in place by the contractor and event organizer.
COMPETENCY EVALUATION RESULT SUMMAR
TRAINEES NAME:
TRAINERS NAME:
QUALIFICATION: EVENTS MANAGEMENT SERVICES NC III

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Date of Assessment:
Time of Assessment:
The Performance of the Trainee in the following Satisfactory Not
assessment methods [ Please Tick a √ Satisfactory
appropriate box]
 
A. Written Test
 
B. Oral Interview
 
C. Skills Demonstration
Did the trainee’s overall performance meet the  

required evidences/standards?
Recommendation
For re-assessment _________________________
Qualified to take the Next Chapter ____________
General comments [Strength/Improvements Needed]
Trainee’s Signature Date:
Facilitator’s Signature Date:

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CBLM On Events Capella Arts Technical & Vocational Institute Inc. Toby Tyler M. Jose

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Sector TOURISM

Qualification Title EVENTS MANAGEMENT SERVICES NC III

Capella Arts Technical & Vocational Institute Inc.

CBLM on Events Date Developed: Document No:

CBLM on Events Date Developed: Document No:

CBLM on Events Date Developed: Document No:

CBLM on Events Date Developed: Document No:

No. Unit of Competency Module Title Code

4 Select event venue and Selecting event venue TRS342318

5 Develop and update Developing and TRS342319

7 Manage contractors for Managing contractors TRS342321

8 Develop and update Developing and update TRS342322

CBLM on Events Date Developed: Document No:

CBLM on Events Date Developed: Document No:

 Plans for on-site management are developed in accordance with agreed

CBLM on Events Date Developed: Document No:

CBLM on Events Date Developed: Document No:

CBLM on Events Date Developed: Document No:

Procedures for the Meeting or Event

CBLM on Events Date Developed: Document No:

The success of the event will be very largely

Although the event plan may stipulate and

CBLM on Events Date Developed: Document No:

3. The provision of training to all members of the event team as may be

CBLM on Events Date Developed: Document No:

Contractors and suppliers Dependent on the scale of your event, it is likely

CBLM on Events Date Developed: Document No:

The following documentation should be requested from all contractors:

CBLM on Events Date Developed: Document No:

 A copy of their company’s health and safety plan

CBLM on Events Date Developed: Document No:

 Site plans and specifications where required

 Structural engineers certificates

 Documentation as required under the construction regulations For events

LEARNING OUTCOME 2: OVERSEE MEETING / EVENT SET UP

CBLM on Events Date Developed: Document No:

 Contact with the nominated contractor personnel is established at the

CBLM on Events Date Developed: Document No:

INFORMATION SHEET 6.2-1

Event Setup Checklist for Venue Coordinators

CBLM on Events Date Developed: Document No:

CBLM on Events Date Developed: Document No:

CBLM on Events Date Developed: Document No:

CBLM on Events Date Developed: Document No:

CBLM on Events Date Developed: Document No:

CBLM on Events Date Developed: Document No:

 Sessions and activities are monitored throughout the meeting or event

CBLM on Events Date Developed: Document No:

INFORMATION SHEET 6.3-1

CBLM on Events Date Developed: Document No:

CBLM on Events Date Developed: Document No:

Elements of an Emergency Plan

CBLM on Events Date Developed: Document No:

CBLM on Events Date Developed: Document No:

CBLM on Events Date Developed: Document No:

CBLM on Events Date Developed: Document No:

CBLM on Events Date Developed: Document No:

 Sessions and activities are monitored throughout the meeting or event

CBLM on Events Date Developed: Document No:

CBLM on Events Date Developed: Document No:

Materials and equipment: Laptop, pen, bond paper

OBSERVATION  to show if evidence is

 Created and collated Materials to facilitate effective