Reference no: EM133507662

Provide event production support

Assessment Task: Written Questions

Question 1
What are the three (3) different types of event production?

Question 2
What are thebasic aspects of each of the following different types of event production, their format and running order?
a) Face to face events
b) Virtual events
c) Hybrid events

Question 3
Using the tables following, provide a brief outline of the main roles and key responsibilities of the different event organisations, staff and others involved in the production and delivery of an event or function-
a) event staff/team members
b) Event manager
c) venue personnel
d) contractors, suppliers or service providers

Question 4
a) What are the eight (8) key features and required functions of an event's production products and services which you need to identify to establish the event staging requirements, so that you can estimate quantities and price, etc.?
b) What are the seven (7) features of the technical equipment and technical services which you need to identify to establish the event staging requirements?

Question 5
Name each of the following different styles used for the set-up/ layout of a room for an event:

Question 6
Identify a typical purpose, and the benefits and/or drawbacks for any four (4) of the event styles identified in the preceding question.

Question 7
Outline the basic aspects of by identifying some of the specialities, services and/or products each of the following types of contractors may be engaged to assist with in the production of an event. Identity three (3) specialities, services and/or products for each.

a) caterers
b) displays, stands and signage suppliers
c) entertainers
d) food service personnel
e) beverage service personnel
f) florist and other event stylists
g) equipment hire companies
h) registration and ticket specialists
i) security personnel
j) speakers and facilitators
k) suppliers of technical equipment and services
l) venue coordinators
m) duty managers

Question 8
What are the six (6) most common potential key environmental and social impacts that may come from an event's set-up, operation and break-down? List one (1) procedure that could be in place to manage each of these potential impacts.

Question 9
What are the ten (10 ) main items that should potentially be include in briefing and specification documents when organising them for an event's production?

Question 10
Complete the tables below about the different event documents used to manage on-site event logistics. You will need to identify-
• two (2) formats for each type of event document containing operational plans and procedures listed and
• two (2) inclusions of each of the documents listed.
a) Event documentation issued to operational personnel
b) Event documentation issued to operational contractors
c) Briefing papers
d) Running sheets /Running Order for delivery of event
e) Registration reports
f) Layout plan for venue or site

Question 11
Complete the tables below about event orders & service agreements. You will need to identify-
• two (2) formats of event orders & service agreementsand
• two (2) inclusions of event orders & service agreements.

Question 12

Complete the table for each type of the following documentation used for event production, based on the Continent Hotel's Event Planning Policies and Procedures, to provide-.
• The steps outlining the process for preparing each of the provided documentation for event operation
• at least two (2) features of each

a) briefing papers
b) contact numbers for contractors
c) contact numbers for emergency services
d) event program
e) scheduled time for activities
f) event orders
g) itemised lists of resources
h) layout plan for venue
i) layout plan for site
j) event plans
k) event procedures
l) registration reports
m) risk assessment
n) safety plans
o) running sheets for delivery of event
p) signage
q) site maps
r) staffing rosters
s) venue access rules

Assessment Task 2: Case Studies

Read and review the each of the case study scenarios for Activities 1 to 4 following and any corresponding mini-scenarios. Complete the corresponding Activities 1 to 4 and answer the questions referring to each case study. Then answer the questions for Activity 5 which related to all case studies.

CASE STUDY 1
The Continent Hotel is a four-star hotel that also hosts events. Event managers working for the Continent Hotel's Events Staff are responsible for overseeing the set-up, operation and break-down of various events hosted by the Continent Hotel.
Marc and Richard are both event managers working for the Continent Hotel.

Scenario 1
Marc is assigned to manage a corporate conference for Bounce Fitness, a provider of fitness and wellness in Australia. The program includes-
• a speech by the organisation's CEO,
• product launches and demonstrations and
• a presentation on the future plans and goals of the organisation.
The conference is expected to have 300 attendees and will be held at the Continent Hotel's main dining hall, where they will be served lunch and snacks during the program.

1. Access and review the Continent Hotel's Event Operation Policies and Procedures at the link below:
Event Operation Policies and Procedures

2. Answer the questions below based on the Continental Hotel Event Operation Policies and Procedures and the scenarios provided

Question 1 - preparing for & setting up for the event
a) What is the hotel's planning team's initial responsibility, and what procedures/practices should the team use to achieve this?(two (2) responses required)
b) What are the event manager or organiser/coordinator's main responsibilities in preparing/setting up for the event, and what procedures/practices should they use to achive these? (five (5) responsesrequired)
c) What is the event staff's iinitial responsibility in preparing/seting up for the event, and what procedures/practices should they use to achive this?(two (2) responses required)
d) What is the hotel's operations team's iinitial responsibility in preparing/setting up for the event, and what procedures/practices should they use to achive this?(two (2) responses required)

Question 2 - when operating the event
a) What are four (4) of the event staff's main responsibilities when the event is operating, and what procedures/practices should they use to achive this?
b) As the event manager for this event, what are Marc's key responsibilities when the event is operating, and what procedures/practices should Marc use to achive these? (four (4) responses required)

Question 3 - when breaking-down the event
a) What are four (4) of the event staff's main responsibilities during the breaking-down of the event, and what procedures/practices should they use to achive this?

Activity 2 - event held in a venue with permanent infrastructure

CASE STUDY 2
Richard, the other event manager working for the Continent Hotel, is assigned to manage a dance competition hosted by the Rhythmic Soul Dance Company.
The event includes performances by 10 solo contestants, an intermission by a famous singer, and an awarding ceremony.
The event will require a stage with full audio-visual equipment installed, at least 10 backstage rooms for each contestant, a judges panel in front of the stage, and enough room for 150 guests.
Due to these requirements, the event will be held at the Continent Hotel's Amphitheatre, which is equipped with much of the permanent infrastructure required.

For Activity 2, continue to refer to and apply the Continental Hotel Event Operation Policies and Procedures.

Question 1 - preparing for & setting up for the event
a) What is the hotel's planning team's initial responsibility, and what procedures/practices should the team use to achive this?(four (4) responses required)
b) What is the event manager or organiser/coordinator's main responsibility when setting up for the event, and what procedures/practices should they use to achive these?(two (2) responses required)
c) What is the event staff's iinitial responsibility in preparing/setting up for the event, and what procedures/practices should they use to achive this?(two (2) responses required)
d) What are four (4) of the hotel's operations team's initial responsibilities when preparing /setting up for the event, and what procedures/practices should they use to achieve this?

Question 2 - when operating the event
a) What are four (4) of the event staff's main responsibilities when the event is operating, and what procedures/practices should they use to achieve this?
b) As the event manager for this event, what are Richard's key responsibilities when the event is operating, and what procedures/practices should Marc use to achieve these?(four (4) responses required)
Question 3 - when breaking-down the event
a) What are the four (4) of the event staff's main responsibilities during the breaking-down of the event, and what procedures/practices should they use to achieve this?(four (4) responses required)

Activity 3 - pop-up event

CASE STUDY 3
Rita is assigned to manage a pop-up food festival for the Continent Hotel.
The event will last for two days, must feature 30 food booths and is expected to attract 1,000 people throughout the two days.
The event will require tables, tents and cooking materials for each booth, several signages leading to and around the event, and portable restroom facilities.

Question 1 - preparing for & setting up for the event
Identify at least four (4) general steps for setting-up events at the events park.
Question 2 - when operating the event
identify at least four (4) general steps for managing operation of events at the events park during the program.
Question 3 - when breaking-down the event
Identify at least four (4) general steps for breaking-down events at the events park.

Activity 4 - studio event
CASE STUDY 4
Pauline is assigned to manage a livestream for Kaiya, a well-known gaming streamer and online gaming personality.
Kaiya would like to have a single studio room for his livestream which will last a day.
The event will require equipment and event staff for:
• managing lighting, sound
• managing internet connectivity and
• the recording and broadcast of the program to a virtual audience over the internet

Question 1 - preparing for & setting up for the event
Identify at least four (4) general steps for setting-up events at the studio room.

Question 2 - when operating the event
identify at least four (4) general steps for managing operation of events at the studio room during the livestream.

Question 3 - when breaking-down the event
Identify at least four (4) general steps for breaking-down events at the studio room.

Activity 5 - Obtain production resources
Question 1
Identify three (3) reliable sources you could use to locate suppliers of event production products and services and /or current information on production services and products. (Provide website address or organisation name)
Question 2
What are the five (5) main factors to consider when selectingsuppliers and procuring event production products and services for an event?

Assessment Task 3: Case Study& Roleplays
TASK SUMMARY:
This task has seven (7) activities:
• Activity 1: Interpret operational documentation to identify production requirements and resource needs
• Activity 2:Calculate the human resource requirements
• Activity 3: finalise Event Orders and prepare Briefing Document
• Activity 4: Participate in Event Briefing and Event Set-up Activity(Roleplay Part 1)
• Activity 5: Participate in Event operations and break-down (Roleplay Parts 2 & 3)
• Activity 6: Prepare feedback & performance repot on event set-up
• Activity 7: Event debriefing and Performance Report on event operations

CASE STUDY 5
Marino Enterprises is a large hospitality venture which operates several businesses in the Marino Complex, including:
• Marino Conference Centre - a conference centre available for venue hire.
• Crave Catering - a catering business which handles the catering for the Marino Conference Centre.
Your supervisor, the Marino Enterprises Human Resources Manager, has asked for your assistance to prepare for the upcoming Marino Enterprises Senior Management Christmas-in-July Party . This event is to be held in their conference centre (the Marino Conference Centre) and catered for by their own catering business, Crave Catering.
The event proposal has already been developed and approved at an event planning meeting which you attended with your supervisor (the Human Resources Manager), Crave Catering and the Entertainment Agency. Detailed notes from the meeting have been made available, (which are provided as a separate handout).
The event is to include service of a dinner with drinks, an MC, a DJ, a guest band and the CEO's favourite stand-up comedian.
You have requested a further meeting with your supervisor (the Human Resources Manager), to clarify details of production requirements and resources so that you may book and procure the required resources and services for production of the event.

Activity 1 - Interpret operational documentation
Refer to the handouts:
• Event Planning Meeting Notes, and Extract from Crave Catering Functions & Events Information Kit.
1. Review the Event Planning Meeting Notes and the Extract from Crave Catering Functions & Events Information Kit handouts and answer Questions 1 to 5 following-

Question 1
How many tables and chairs are needed for the event's guests?

Question 2
The wine glasses used by Crave Catering are the same for both white and red wine. Assuming ten percent (10 %) allowance for breakages, how many wine glasses should be provided for the guests?

Question 3
Assuming the same ten percent (10% allowance for breakages, how man coffee /tea cup settings should be provided for the guests?

Question 4
You have so far assumed one (1) stool for each band member will be required and another one for the comedian. How many stools would you therefore propose should be provided for the entertainment?

Question 5
You have so far assumed one (1) microphone for each band member and another one to be shared by the MC and the comedian. How many microphones would you therefore propose should be provided for the entertainment?

Question 6
Review the Policies & Procedures section of the Crave Catering Functions & Events Information Kit and apply the staff-ratios that are used by Crave Catering to the information provided in the Case Study background and the Event Planning Meeting Notes.
Complete the table below to list the five (5) skills/attributes required for the event and the number of staff required for each skill/attribute. (Note that a staff member could have more than one (1) skill).

2. Review the requirements for technical /audio checks as this information will be required when you complete the event's Running Sheet in Activity 2 following.
Also note the timing requirements for set-up and lock-up as these will determine the bump-in and bump-out times required when you complete the event's Running Sheet and rostered staff times in Activities 2 & 3 following.

Activity 2 - calculate the human resource requirements
1. Review the timelines shown in the Extract from Crave Catering Functions & Events Policies & Procedures.
Apply the timelines given as determined by Crave Catering to the information provided in the Case Study background and the further information in your Event Planning Meeting Notes.
Complete the operational Event Running Sheet followingby allocating the times for each of the remaining items:
• Room set up
• Audio equipment sound-check
• Room final check
• Staff briefing
• Final clearing completed
• Venue lock-up

2. Using the human resource requirements you have established in the previous activities, complete the template below to show each individual job position that should be allocated to Crave Catering staff on the roster for the event. (Note, there should be five (5) positions, including the Event Supervisor.)

Activity 3 - finalise Event Orders and prepare Briefing Document

Case Study update
It is now 1st July and the event is at the end of the month, so you need to confirm arrangements and prepare and issue the orders to obtain the production resources required and a briefing for the event team.
The MC, DJ, comedian and band will all be provided by the Marino Enterprises preferred entertainment agency and at the quoted prices as recorded in your Event Planning Meeting Notes. The Marino Enterprises preferred entertainment agency‘s name is:Great Entertainment Agents.
The Catering will be provided by Crave Catering, also as noted in your Event Planning Meeting Notes.
Marino Enterprises procedures require all purchases of services, products and supplies are to be made via the Purchasing Department. To initiate purchases for events, an Events Order form is to be raised and sent to the Purchasing Department together with a copy of a Briefing Document that has been prepared for the catering team.

1. Using the Event Orders template provided as an Excel handout, prepare the event orders to the Marino Enterprises Purchasing Department so that they may place the official orders for all services and supplies required for the event. Review and evaluate the orders to ensure that the total costs are within the budget approved budgets/limits.
2. Using the Event Briefing template provided as an MS Word handout, prepare the briefing document for the Crave Catering operational team.
3. Write and send an email to the Purchasing Department , attaching the Events Orders, and the Event Briefing document, requesting that they initiate the official purchase orders for the event. You should copy your email to both Crave Cateringand Great Entertainment Agents for their information The respective email addresses are-

Activity 4 - Participate in Event Briefing and Event Set-up Activity
For this activity, you are required to participate in a Roleplay as the Event Manager with a simulation of the venue's preparation for the Christmas in July event. The activity for preparation is the first four (4) tasks on the Work Schedule/Running Sheet only, the objective being to complete the set-up efficiently with the goal to be ready for service when guests start to arrive.
The four (4) job tasks to be completed in this simulation are therefore:
i. Room set up
ii. Audio equipment sound-check
iii. Room final check
iv. Staff briefing
so that the venue is ready for
v. welcoming drink service (which isscheduled to start from 7pm).
The procedural specific set up requirements include-
• Organising the venue's layout into the required number of tables and chairs
• Setting the required number of place settings on the tables with cutlery, napkins and wine glasses
• Setting up the bar area with bottles of red wine and white wine
• Setting the tables with one water glass per guest plus one water jug per table
with each requirement carried out by the staff with the most relevant simulated-roleplay skills available at the time.

During the roleplay you must:
1) Actively listen to instructions and seek clarification of production requirements where required
2) Interact with the team and confirm staff understand the various roles and responsibilities and timelines in the set-up activity
3) Participate in the set-up as the team leader, delegating tasks and using the events planning documents and event procedures as your guide.
4) Liaise with the team to maximise work efficiency and effectiveness, whilst continuously monitoring and managing speed and time against the Running Sheet allocations
5) Provide assistance and take any opportunities offered to acquire new skills
6) Address any issues or problems that arise, including any environmental and social sustainability issues/ improvements, within the limits of your own responsibilities or by referring to relevant personnel
7) Provide a final briefing to the team before the event starts, using the Crave Catering Briefing Notes