Event staging

SITEEVT008 Manage event staging components

This unit is about analyzing event staging requirements, and organizing and monitoring staging services and products. It requires the ability to use advanced planning, organization and good communication, combined with detailed knowledge of event management and broad understanding of specialist component services. This unit is relevant to diverse kinds of events. It applies to event coordinators who operate independently, and are responsible for making operational decisions. They might work in event management companies, in event venues, or in organizations that organize their own events.

The unit does not cover various kinds of specialist technical expertise used in events, such as catering, audio visual, sound technician, creative, and sporting services. It is also distinct from the role of stage managers in the entertainment industry.

 

How you will be assessed

You will be assessed through:

 

Practical

You must demonstrate these skills in actual events that require the selection of event staging. You must have access to:

  1. Venues and sites where events are operated
  2. Dedicated event budgets
  3. Comprehensive event plans
  4. Formal communications plans
  5. Current industry documentation and publications relating to staging products and services
  6. Interaction with contractors to select and manage event staging requirements
  7. Stakeholders for whom the event is organised.

Note to assessors: Assessors must satisfy the Standards for Registered Training Organisations’ requirements for assessors and have worked in industry for at least three years where they have applied the skills and knowledge of this unit of competency.

You need to show that you have done the following:

  1. Consult with stakeholders to develop staging requirements for at least one type of event with multiple operational components:
    1. Business and corporate
    2. Entertainment and leisure
    3. Exhibitions, expositions and fairs
    4. Festivals
    5. Fundraising
    6. Government and civic
    7. Meetings and conventions
    8. Social
    9. Sports
  1. Source and select contractors for the above event to provide staging components that meet stakeholder and event requirements
  2. Monitor and evaluate event staging components for the event by:
    1. Ensuring work is completed against event requirements and schedules
    2. Confirming staging requirements are delivered as required
    3. Getting feedback from stakeholders on contractor performance.

 

Interview/assignment questions

  1. All the following kinds of events share the same basic characteristics of an event. From an event manager’s viewpoint, what is different and distinctive about each one?
    1. Business and corporate
    2. Entertainment and leisure
    3. Exhibitions, expositions and fairs
    4. Festivals
    5. Fundraising
    6. Government and civic
    7. Meetings and conventions
    8. Social
    9. Sports
  2. What is the role and responsibilities of the event manager’s organization in staging an event?
  3. How can you find suppliers of staging products and services?
  4. What kinds of suppliers did you need for your events?
  5. Where can you get information on staging services and products?
  6. What are the regulatory considerations for organizing event staging? In your answer, include the following:
    1. Contractor licensing
    2. Food safety
    3. Liquor licensing
    4. Regulatory requirements, especially local government authorities.
  7. When staging an event, various factors can affect your staging specifications. Describe each factor below, give two examples, and say what kinds of effects it has:
    1. Performance standards
    2. Price
    3. Technical specifications
    4. Theme-related requirements
    5. Timelines

 

Assignment

Below is a list of items used in staging. For each one, answer the following questions:

  1. What is it?
  2. What features and options are currently available?
  3. What are the current trends and tastes?
  4. What is the role of current technology?
  5. What risks must you consider in their use?
     
  1. Catering
  2. Displays, stands and signage
  3. Exhibitor services
  4. Security
  5. Talent
  6. Technical equipment and services:
  7. Audiovisual
  8. Lighting
  9. Sets
  10. Sound
  11. Stage design
  12. Rigging
  13. Special effects
  14. Venue or site requirements
  15. Venue layout and styling

 

 

 

1. Analyse staging requirements.

  1. Define: Who are your stakeholders?
  2. Analyse the event staging requirements based on a detailed review of the proposed event.
  3. Develop an accurate summary of staging requirements for each event component in consultation with key stakeholders.
  4. Develop a schedule to address staging requirements. It should identify key activities, interrelationships (dependencies), and timelines. You should also include a critical path.
  5. Consider regulatory, safety, risk and sustainability issues. Incorporate any that are relevant into your planning processes.

2. Source and organize staging contractors.

  1. Identify and source contractors according to the schedule.
  2. Provide staging specifications with details of contractor requirements.
  3. Get quotations for products and services, and evaluate them against specifications and other relevant quality criteria.
  4. Negotiate with and select contractors, basing your decisions on product and service knowledge.
  5. Confirm agreements with contractors in writing to include details and costs of all services.

3. Monitor staging preparations.

  1. Liaise with contractors and other stakeholders to see how they are progressing with event preparations.
  2. Evaluate any work done against event requirements and schedules, and act appropriate to address delays or other problems.
  3. Assess the need to adjust staging to maintain the quality and integrity of the event.
  4. Negotiate and confirm required changes.

4. Evaluate staging components.

  1. Get feedback from stakeholders according to your predetermined evaluation criteria.
  2. Evaluate staging components in terms of operational efficiency and service quality.
  3. Use the information you gt to improve future event planning.

5. Foundation skills

  1. Reading to interpret complex event documentation.
  2. Oral communication to negotiate for the supply of products and services, and to manage relationships with staging contractors.
  3. Numeracy to evaluate event budgets, assess contractor quotations, and negotiate costs.
  4. Maintain and expand knowledge of staging services.
  5. Planning and organizing skills to integrate potentially competing operational and management requirements.
  6. Self-management skills to take responsibility for the complete process of organizing event staging and contractor management.