INSTITUTIONAL EVALUATION TOOLS

FOR
EVENTS MANAGEMENT SERVICES NC III

PROVIDE ON-SITE EVENT MANAGEMENT

(Title of Unit of Competency)

 EVIDENCE PLAN

QUALIFICATION: EVENTS MANAGEMENT SERVICES NC III

Units of PROVIDE ON-SITE EVENT MANAGEMENT
competency
covered
Ways in which evidence will be collected:

with Questioning
Observation with
[tick the column]

Demonstration

Examination
Questioning

Portfolio
Written
The evidence must show that the candidate
…
 Develop plans for on-site management in
accordance with agreed procedures for the
meeting or event.
 Check final arrangements for all aspects of
the meeting or event and any discrepancies
are attended to.
 Create and collate materials to facilitate
effective on-site management.
 Provide accurate briefing to operational staff
and contractors prior to the meeting or event
in an appropriate format including
clarification of roles and responsibilities.
 Establish contact with the nominated
contractor personnel at the appropriate time
and all requirements are reconfirmed and
agreed to.
 Necessary adjustments are made and agreed
to with the contractors.
 Check all aspects of the event or meeting set
up against the pre-arranged agreements.
 Check venue space and set up of equipment
to allow for easy access, especially for those
with disabilities, and to avoid risk of injury to
guests, delegates and colleagues.
 Identify any deficiencies and discrepancies
and prompt action is taken to rectify the
situation.
 Brief additional on-site staff on the full
details of the meeting or event operation
including communication and control
mechanisms.
 Monitor sessions and activities throughout
the meeting or event through observation and
appropriate reporting processes.
 Identify problems as they arise and prompt
action is taken to resolve the situation.
 Identify additional requirements are 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.
 Breakdown of the meeting or event is
checked to ensure it is completed in
accordance with agreements.
 Coordinate the packing and removal of all
materials and equipment in accordance with
pre-arranged details.
 Check venue to ensure items and belongings
are not left behind.
 Conduct debriefing with contractors and
staff, if necessary, to discuss any difficulties
or suggestions for future improvements.
 Check and assign accounts in accordance
with contractor agreements.
 Note outstanding items requiring post-event
action.
 WRITTEN EXAMINATION

Enumeration: Enumerate what is being asked.

1. What are the range of issues are required to be taken into account?
Give at least four.
2. What are the ten common event disaster?
3. Give the Five Tips for Reducing Stress
 ANSWER KEY

I. ENUMERATION
1. Ranges of issues are required to be taken into account. Any 4 of
these:
 The venue may have existing or natural points of
access/egress
 Spectator flows at sports events
 You must also check that any large equipment that is being
brought to the event
 Do not mix pedestrian and vehicular access/egress if at all
possible.
 Ensure all access points have suitable gathering/queuing
spaces for the audience expected and all egress points have
safe exit potential.
 Individual or specially created access for the disabled may be
required.
 Consideration must also be given to the emergency services.
 To avoid the audience making their own paths, create clearly
defined routes around the site that are wide enough to
accommodate the amount of footfall that is anticipated.
 Ensure there is enough space for people to gather or queue
at concession or entertainment areas without impeding the
paths or access/egress routes.
 Avoid building dead ends into the layout at all costs as these
could be detrimental to health and safety.
 The siting of entertainment should encourage a steady
movement of the audience around the event site/venue.
2. 10 Common Event Disasters
 There’s a last minute venue problem
 There’s a major transport disruption
 No one shows up
 Too many people show up
 A speaker drops out
 A speaker goes rogue
 The AV/laptop won’t work
 A sponsor complains
 it’s raining at your outdoor event
 Half your volunteers don’t show up
3. Give the Five Tips for Reducing Stress
 Tip 1: Take Regular Breaks
 Tip 2: Create an Action Plan/Timeline
 Tip 3: Have a Backup Plan
 Tip 4: Give Yourself Realistic Expectations
 Tip 5: Live Healthier
 JOB SHEET

Title: EVENT CONCEPTUALIZATION

Performance Objective: Draft an event program in compliance with the
give requirements

Supplies/Materials : Ball pen and bond paper

Equipment: N/A

Steps/Procedure:
Design a plan / concept for a debut party of a well-known personality
(daughter of a politician or any other reason why the client is well-
known.) You need to consider the following as instructed by the client:
1. Motif- combination of red, white and light pink.
2. Garden ceremony with red, white and light pink flowers.
3. With overlooking terrace to the garden (venue will be dependent to the
recommendations of the event planner)
4. Menu is Mediterranean.
5. Flow of the event (18 roses, 18 wines, etc.) will be dependent to the
event planner.
6. Good for 150 pax.
7. Provide List of Suppliers for the event
8. Draw or Lay-out Event Floor Plan and Stage Lay-out
9. Provide sample contract of agreement for the Contractor.
10. Other details will be dependent to the suggestions of the event
planner (creative ideas from the planner since the client might
consider service from other event planners as well.)

Assessment Method:
Oral questioning.
 Performance Criteria Checklist

CRITERIA YES NO
1. The information written is complete and
realistic.
2. The trainee was able to present the proposal.
3. The trainee is knowledgeable about the details of
the proposal.
4. The trainee communicates the contents of the
proposal clearly.
5. The requirements for the event are met and
emphasized.
6. The trainee provide sample contract of
agreement
7. The trainee was able to present detailed floor
plan and lay-out.
Demonstration and Questioning Checklist
Candidate’s
name:
Trainer’s name:
QUALIFICATION: EVENTS MANAGEMENT SERVICES NC III
Units of Provide On-Site Event Management
competency
covered:
Date of
assessment:
Time of
assessment:
Instructions for demonstration
Please see attached Instruction for Demonstration (Candidate)
Supplies and Materials Tools and equipment
 Pen and Paper  Complete Set of Computer
 Printer

 to show if
evidence is
demonstrated
During the demonstration of skills, the candidate: N/
Yes No
A
 Demonstrated ability to manage the on-site operation
of a meeting or event including all aspects of   
preparation, set up, operation and move out
 Demonstrated knowledge of the range of issues and
problems that may arise during the conduct of   
meetings/events.
 INSTRUCTION FOR DEMONSTRATION:
(FOR THE CANDIDATE)
Candidate’s
name:
Trainer’s name:
QUALIFICATION: EVENTS MANAGEMENT SERVICES NC III
Units of Provide On-Site Event Management
competency
covered:
Date of
assessment:
Time of
assessment:

PLEASE READ CAREFULLY:

1. The trainer will provide you the necessary supplies/materials,

tools/instruments and forms. Inform the Assessor if you intend to
use your own materials/supplies, tools and instrument.

2. The trainer will allow 15 minutes for you to familiarize yourself

with the resources to be used in this demonstration.

3. You are required to perform the following:

Given the necessary tools, equipment, supplies and materials, the

candidate is required to prepare the following:

Draft an event concept in compliance with the give requirements

Given an event brief template, prepare a proposal for an event and

discuss the contents to your trainer.

4. Trainer may perform oral questioning of the candidate before or

after the performance of the tasks.
 INSTRUCTION FOR DEMONSTRATION:
(FOR THE TRAINER)
Candidate’s
name:
Trainer’s name:
QUALIFICATION: EVENTS MANAGEMENT SERVICES NC III
Units of Provide On-Site Event Management
competency
covered:

PLEASE READ CAREFULLY AND PREPARE AS NECESSARY:

1) The Trainees will:
a. Provide for the necessary tools, equipment, supplies and materials.
(Please refer to List of Tools, Materials and Equipment). In cases
wherein the trainees intends to use his/her own
materials/supplies, tools and instrument, the Assessor must check
the appropriateness of the candidate’s own materials/supplies,
tools and instrument.
b. Set-up the demonstration area.
c. Provide the trainees copy of the Instruction for Demonstration For
Trainees.
d. Ensure that the trainees FULLY understands the instruction
before proceeding to the performance of the task.
e. Ensure demonstrations of tasks shall be performed according to
the given Instruction for candidate.
f. Allow 15 minutes for the trainees to familiarize him/her/self with
the resources to be used in this demonstration.
g. Ensure that the trainees is wearing appropriate personal protective
equipment before allowing him/her to proceed with the task.

2) During the demonstration of skills, the Trainer will check using the
Demonstration Checklist if the trainees was able to perform the
tasks specified in the Demonstration Checklist:

3) The Trainer, based on the performance of the trainees should give

immediate feedback.

4) The Trainer should advise the trainees on the next method of

assessment that he/she will undertake.
 COMPETENCY ASSESSMENT RESULT SUMMARY

Candidate’s Name:
Trainer’s Name:
Qualification: EVENTS MANAGEMENT SERVICES NC III
Units of Competency Provide On-Site Event Management
covered:
Date of Assessment
The performance of the trainee in the following Satisfactory Not
assessment methods: [Pls. Tick (/) appropriate box] Satisfactory
A. Observation with questioning  
B. Demonstration with questioning  
C. Portfolio  
D. Written Examination
 
Did the trainee overall performance meet the
 
required evidences / standards?
Recommendation
 For re-assessment. _____________________________________
 For submission of document. Pls. specify (Portfolio Document)
_______________________
 For issuance of certificate. Pls. Specify (Qualification, NC Level )
_____________________

General Comments [Strengths / Improvements needed]

Trainees’s signature: Date:

Trainer’s signature: Date: