18578 version 2
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Prepare a venue quote and confirm a booking for a conventions and
incentives industry project
Level
5
Credits
8
Purpose
People credited with this unit standard are able to: obtain information from
the client relating to a proposed conventions and incentives industry project;
perform a site inspection with a client; prepare, negotiate, and confirm a
venue quotation for a conventions and incentives industry project; and obtain
a signed contract.
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
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.
 New Zealand Qualifications Authority 2016
18578 version 2
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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.
Venue refers to any place where a conference, convention, or incentive is held.
3
Evidence is required for three different conventions and incentives industry projects
of which one must include three major elements such as a conference with a
business session, an exhibition or trade display, and a gala dinner or a social
function which includes entertainment.
Elements and performance criteria
Element 1
Obtain information from the client relating to a proposed conventions and incentives
industry project.
Performance criteria
1.1
Information obtained from the client enables a quote to be prepared in
accordance with industry practice.
Range
information must include but is not limited to – project type, date
and time of project, expected numbers, accommodation
requirements, budget, delegate demographics, catering
requirements.
1.2
Client expectations are identified in terms of the outcome of the project, the
venue, and the level and type of service required.
1.3
Special requirements of clients are identified in terms of entertainment, room
arrangements, equipment, and room decorations.
1.4
Details obtained enable menu and beverage quotations to be generated in
accordance with client requirements, budget, and project type.
 New Zealand Qualifications Authority 2016
18578 version 2
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Element 2
Perform a site inspection with a client.
Performance criteria
2.1
Client is greeted in accordance with industry practice.
2.2
The capabilities, benefits, and special features of the venue are demonstrated
to the client in terms of their proposed event and in accordance with industry
practice.
Element 3
Prepare, negotiate, and confirm a venue quotation for a conventions and incentives
industry project.
Range
quotations may include but are not limited to – estimate letter, quote, proposal.
Performance criteria
3.1
A quotation is prepared in terms of the information obtained from the client and
the venue, and costings cover all possible requirements in accordance with
industry practice.
3.2
The quotation is negotiated with the client, and modified where required, in
accordance with client requirements and services to be provided.
3.3
Quotation is confirmed with the client in terms of its acceptability and in
accordance with industry practice.
Element 4
Obtain a signed contract.
Performance criteria
4.1
A contract is produced in accordance with industry practice.
4.2
Client signature to the terms and conditions related to the project is obtained 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.
 New Zealand Qualifications Authority 2016
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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