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Use event management software to manage a conventions and
incentives industry project
Level
4
Credits
5
Purpose
People credited with this unit standard are able to: demonstrate knowledge of
event management software as an information and business tool for the
conventions and incentives industry; and create a new event file, manage
logistical requirements, amend and delete records and/or bookings, extract
data and run reports, and create and send documents using event
management software for a conventions and incentives industry project.
Subfield
Tourism
Domain
Tourism Conventions and Incentives
Status
Registered
Status date
19 March 2010
Date version published
19 March 2010
Planned review date
31 December 2015
Entry information
Open.
Accreditation
Evaluation of documentation and visit by NZQA and
industry.
Standard setting body (SSB)
ServiceIQ
Accreditation and Moderation Action Plan (AMAP) reference
0078
This AMAP can be accessed at http://www.nzqa.govt.nz/framework/search/index.do.
Special notes
1
Competency in this unit standard must be demonstrated using event management
software which has been specifically designed for the conventions and incentives
industry. A theoretical knowledge of the event management software is not sufficient
to gain competency.
2
For the purpose of this unit standard event management software refers to specific
computer software used in the conventions and incentives industry capable of
managing a conventions and incentives industry project. Examples of events
management software may include but are not limited to – Certain Events, Summit
Event Manager, Conference Online, Events Perfect, Scheduler Plus.
 New Zealand Qualifications Authority 2016
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3
Definitions
Conference and/or convention refers to a formal meeting or assembly of attendees
for consultation, discussion, or for some special or occasional purpose which
includes a minimum of 50 attendees, two days duration, and the use of a venue.
Conventions and incentives industry refers to organisations involved in the
management, marketing, or implementation of conventions, conferences, or
incentives.
Export data refers to data that can be exported from the event management software
in a form that is able to be manipulated using another software programme.
Incentive is a global management tool that uses a reward to motivate and/or
recognise participants for increased levels of performance in support of
organisational goals.
Industry practice refers to the expected standards of performance required of a
professional working in the conventions and incentives industry. An indication of
criteria for standards may include but is not limited to – documented workplace
policies and procedures, industry codes of practice, and drafted constitutions and/or
codes of ethics of industry associations, such as those produced by the following:
Meetings and Events Australia (MEA), Sydney, http://www.meetingsevents.com.au.
International Congress and Convention Association (ICCA), Amsterdam,
http://www.iccaworld.com.
International Association of Professional Congress Organisers (IAPCO), London,
http://www.iapco.org.
Society of Incentive and Travel Executives (SITE), Chicago, http://www.site-intl.org.
Conventions
and
Incentives
New
Zealand
(CINZ),
Auckland,
http://www.conventionsnz.com.
People associated with the project refers to anyone involved in or with the project.
This may include but is not limited to – internal staff, external contractors, clients’
staff, third parties, potential and actual attendees, speakers, exhibitors, committee
members.
Project refers to a conference, convention, or incentive.
Venue refers to any place where a conference, convention, or incentive is held.
4
Legislation relevant to this unit standard includes but is not limited to – Privacy Act
1993 and any subsequent amendments.
Elements and performance criteria
Element 1
Demonstrate knowledge of event management software as an information and business
tool for the conventions and incentives industry.
Performance criteria
1.1
Reasons for using event management software are explained in accordance
with system functionality and industry practice.
Range
includes but is not limited to – central repository for data,
auditability, efficiency.
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1.2
Types of information able to be stored by event management software are
explained in accordance with system functionality and industry practice.
Range
includes but is not limited to – information about potential
attendees, detailed information about actual attendees, logistical
information, inventory, accounting, content management for
website.
Element 2
Create a new event file using event management software for a conventions and
incentives industry project.
Performance criteria
2.1
A new event file for a project is created in accordance with system functionality
and industry practice.
Range
may include but is not limited to – project name, dates, venue,
database name, database code;
evidence is required for all mandatory fields.
Element 3
Manage logistical requirements using event management software for a conventions and
incentives industry project.
Performance criteria
3.1
Information related to the project is set up in accordance with system
functionality and industry practice.
Range
3.2
may include but is not limited to – team members, note type
codes, marketing codes, conference and registration categories
and options, function options, room types and room availability,
attendance limitations, payment options;
evidence is required for a minimum of five.
Information relating to people associated with the project is recorded, and if
applicable categorised, in accordance with system functionality and industry
practice.
Range
may include but is not limited to – demographic data, notes,
marketing information, registration, functions, accommodation,
profiles, replacement or substitutions;
evidence is required for a minimum of four.
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3.3
Financial transactions are recorded and/or processed for attendees in
accordance with system functionality and industry practice.
Range
may include but is not limited to – cheque, direct deposit, credit
card;
evidence is required for single payment, multiple payment, refund,
cancellation.
Element 4
Amend and delete records and/or bookings using event management software for a
conventions and incentives industry project.
Performance criteria
4.1
Records and/or bookings are retrieved and information is amended and/or
added in accordance with system functionality and industry practice.
Range
4.2
may include but is not limited to – personal and demographic data,
notes information, marketing data, registration options, function
options, workshop options, tour options, accommodation, profiles;
evidence is required for three different records and/or bookings.
Records and/or bookings are retrieved and deleted in accordance with system
functionality and industry practice.
Range
may include but is not limited to – personal and demographic
records and/or bookings, booking information;
evidence is required for two records and/or bookings.
Element 5
Extract data and run reports using event management software for a conventions and
incentives industry project.
Performance criteria
5.1
Selected data is extracted for reporting purposes in accordance with system
functionality and industry practice.
Range
selected data may include information from – personal and
demographic data, dietary or special requests, marketing
information, registrations, functions, workshops, accommodation
bookings, tour bookings, travel and transfer information, speaker
requirements, exhibition sales;
evidence is required for a minimum of three.
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5.2
Reports are run in accordance with system functionality and industry practice.
Range
5.3
pre-event, post-event;
reports may include but are not limited to – bank deposit form,
attendee summary/itinerary, registration financial details list,
accommodation summary list, demographics summary list, event
statistics report, event reconciliation report, accommodation
matrix;
evidence is required for four reports in total.
Data is exported in accordance with system functionality and industry practice.
Element 6
Create and send documents using event management software for a conventions and
incentives industry project.
Performance criteria
6.1
Documents are created and sent in accordance with system functionality and
industry practice.
Range
documents may include but are not limited to – invoice/statement,
receipt, confirmation letter, name badges, attendee itinerary,
function tickets;
evidence is required for a minimum of three different documents.
Please note
Providers must be accredited by NZQA, or an inter-institutional body with delegated
authority for quality assurance, before they can report credits from assessment against
unit standards or deliver courses of study leading to that assessment.
Industry Training Organisations must be accredited by NZQA before they can register
credits from assessment against unit standards.
Accredited providers and Industry Training Organisations assessing against unit standards
must engage with the moderation system that applies to those standards.
Accreditation requirements and an outline of the moderation system that applies to this
standard are outlined in the Accreditation and Moderation Action Plan (AMAP). The
AMAP also includes useful information about special requirements for organisations
wishing to develop education and training programmes, such as minimum qualifications for
tutors and assessors, and special resource requirements.
Comments on this unit standard
Please contact the ServiceIQ qualifications@serviceiq.org.nz if you wish to suggest
changes to the content of this unit standard.
 New Zealand Qualifications Authority 2016