15687 version 2 Page 1 of 5 Create and manage a special event for a conventions and incentives industry project Level 6 Credits 20 Purpose People credited with this unit standard are, for a special event for a conventions and incentives industry project, able to: establish requirements and format for creating; plan the operation; manage financial arrangements; manage human resources arrangements; manage physical resources arrangements; and produce outcome reports to evaluate plans and operations. 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 Assessment against this unit standard must take place in a conventions and incentives industry workplace. Evidence of competency in this unit standard cannot be demonstrated under simulated conditions in a training provider environment. 2 For the purpose of this unit standard a special event could be a standalone event or may be organised as part of a larger event which may include but is not limited to – a recreational sporting, cultural, product launch, social or team building occasion organised as part of a conference, convention, or incentive. New Zealand Qualifications Authority 2016 15687 version 2 Page 2 of 5 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. 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. Project refers to a conference, convention, or incentive. Regulatory bodies may include but are not limited to – New Zealand Food Safety Authority, Department of Labour Occupational Safety and Health Service, Department of Building and Housing, New Zealand Fire Service, Commerce Commission, Department of Labour, The Liquor Licensing Authority, District Licensing Agencies. Suppliers refer to a person or organisation that supplies products, materials, or services required by an organisation. Suppliers can be external or internal to the organisation. Venue refers to any place where a conference, convention, or incentive is held. 4 The following resources can be used to support this unit standard: McCabe, Vivienne; Poole, Barry; Weeks, Paul; Leiper, Neil. The Business and Management of Conventions (John Wiley & Sons, 2000). Professional Convention Management Association. Professional Meeting Management: Comprehensive Strategies for Meetings, Conventions and Events. 5th Edition (Kendall/Hunt, 2006). 5 A list of additional recommended http://www.tcc.co.nz/ServiceIQ. 6 Legislation relevant to this unit standard may include but is not limited to – Food Act 1981, Health and Safety in Employment Act 1992, Building Act 2004, Fire Safety and Evacuation of Buildings Regulations 2006, Fair Trading Act 1986, Consumer Guarantees Act 1993, Employment Relations Act 2000, Sale of Liquor Act 1989, Sale of Liquor Regulations 1990, and their subsequent amendments. 7 For assessment purposes competency must be demonstrated in the context of a minimum of two separate and different special events. texts can be found at New Zealand Qualifications Authority 2016 15687 version 2 Page 3 of 5 Elements and performance criteria Element 1 Establish requirements and format for creating a special event for a conventions and incentives industry project. Performance criteria 1.1 Special event requirements are clarified and verified with the client. Range must include but is not limited to – objectives, budget. 1.2 Client is provided with options for the special event consistent with their requirements. 1.3 Option is agreed with the client. Element 2 Plan the operation of a special event for a conventions and incentives industry project. Performance criteria 2.1 Operational plan for the special event is drawn up in accordance with client requirements. Range 2.2 key dates, resources, time-frames. Agreement to operational plan is arrived at in accordance with client requirements. Element 3 Manage financial arrangements for a special event for a conventions and incentives industry project. Performance criteria 3.1 Budget is confirmed as including all monetary aspects of the special event. Range may include but is not limited to – income, fixed costs, variable costs, contingencies; evidence is required for at least two. 3.2 Budget is confirmed as meeting conditions of the option agreed with the client. 3.3 Accounting systems and procedures are established as required to meet the conditions of the special event. New Zealand Qualifications Authority 2016 15687 version 2 Page 4 of 5 3.4 Receipts and payments are controlled as required by the accounting systems and procedures established in accordance with industry practice. Element 4 Manage human resources arrangements for a special event for a conventions and incentives industry project. Performance criteria 4.1 Staff are appointed and deployed as provided for in the operational plan. Range 4.2 Arrangements for use of official and/or service agency personnel satisfy needs identified in the operational plan. Range 4.3 may include but is not limited to – recruitment, skills, duties, contracts, volunteers, brief, supervision and/or training, acknowledgement. examples of official and/or service agency personnel are – police, first aid, regulatory bodies. Arrangements for attendees are made as provided for in the operational plan. Range may include but is not limited to – toilets, lost property depot, first aid station, information stands. Element 5 Manage physical resources arrangements for a special event for a conventions and incentives industry project. Performance criteria 5.1 Arrangements for use of locations meet operational plan specifications. Range 5.2 Arrangements for use of equipment meet operational plan specifications. Range 5.3 may include but is not limited to – leases, approvals, installations, contingencies, budget; evidence is required for at least two. may include but is not limited to – installation, operators, contracts, contingencies. Arrangements with suppliers meet operational plan specifications. Range may include but is not limited to – delivery, storage, contingencies. New Zealand Qualifications Authority 2016 15687 version 2 Page 5 of 5 Element 6 Produce outcome reports to evaluate plans and operations for a special event for a conventions and incentives industry project. Performance criteria 6.1 Outcome reports are produced that cover all aspects of arranging and managing the special event in accordance with industry practice. 6.2 Comparison of outcome reports with operational plan and budget identifies strengths and weaknesses in all special event plans and operations. 6.3 Analysis of evaluation results against client requirements establishes processes and procedures requiring improvement. Range 6.4 may include but is not limited to – action time, type, short and long term interests, reputation of special event, participants, budget. Evaluation identifies any recommendations for changes to future planning management, and coordination procedures in accordance with industry practice. 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