Unit 9: Planning and running a travel and
tourism event (LEVEL 2)
Learning outcomes
By completing this unit candidates will develop the knowledge, understanding and practical skills
needed to plan and run a travel and tourism event. They will also develop team working and
organisational skills.
Candidates will produce evidence to meet the unit assessment objectives in order to show that
they understand:
•
the range of travel and tourism events
•
how to determine the feasibility of events
•
how to produce a plan for a travel and tourism event
•
the activities that must take place to ensure a successful event
•
the appropriate features of an evaluation form
•
how to carry out an evaluation.
Candidates will also demonstrate their practical skills in completing individual and group tasks in
planning and running the event.
Assessment objectives
Knowledge, understanding and skills
1 Identify a range of
travel and tourism
events and shortlist
five
Examples of travel and tourism events
• carnivals, festivals, concert
• exhibitions
• visit to the World Travel Market
• visit to theme park/historic site
• hosting foreign students
• contribution to college/school open day
2 Discuss the feasibility
of the short listed
events identified in
Assessment Objective
1 and select one
event
Feasibility:
• achievable by the group
• includes internal or external customers
• timing
• related to travel and tourism
• resources available
• cost
• health, safety and security considerations
• legal considerations
Method of selection:
• discussion/debate
• voting
Method of recording discussion:
• notes
• log
• audio/video
• witness statement
OCR Level 2 Nationals in Travel and Tourism
1
Unit 9 – Planning and running a travel and tourism event
Assessment objectives
Knowledge, understanding and skills
3 Produce a plan for the
selected travel and
tourism event
Plan:
• description of event
• aims
• resources required, eg venue, finances, staff, administrative,
promotional materials
• customers
• group roles
• organisation chart
• individual job description
• timeframe
• evaluation
4 Participate in the
planning and running
of the travel and
tourism event, keeping
a log of your individual
contribution
Participation:
• contribute to planning sessions
• attend and contribute to the event
• carry out individual tasks
• carry out group tasks
• work in teams
• work to deadlines
5 Evaluate the event
Evaluate:
• success of the event, eg meeting aims, within planned
timeframe, resources, costs
• own contribution
• own strengths and weaknesses
• contribution of others
• recommendations for improvement
Assessment
This unit is centre assessed and externally moderated.
In order to achieve this unit candidates must produce a portfolio of evidence showing that they
have met all of the assessment objectives.
Portfolios of work must be produced independently. They will need to be made available, together
with witness statements and any other supporting documentation, to the OCR Visiting Moderator
when required.
Centres must confirm to OCR that the evidence produced by candidates is authentic. An OCR
Centre Authentication Form is provided in the Centre Handbook and includes a declaration for
assessors to sign. It is a requirement of the QCA Common Criteria for all Qualifications that proof
of authentication is received.
Guidance on assessment and evidence requirements
This unit would most usefully be undertaken alongside or after completing Unit 2: Dealing with
customers in travel and tourism, and Unit 4: Promoting travel and tourism, so that candidates may
put the knowledge and understanding gained in those units to practical use.
The event must be a real event and not theoretical in order to allow candidates to develop practical
skills as well as the underpinning knowledge and understanding. It is essential that the event is
related to travel and tourism. Enough time must be given for planning to give the event a good
2
OCR Level 2 Nationals in Travel and Tourism
Unit 9 – Planning and running a travel and tourism event
chance of success. At this level the event should not be too ambitious but must allow enough
scope for all candidates to play a role. Where there is a particularly large group it may be
advisable to run two manageable events.
Assessment Objective 1 focuses on identifying travel and tourism events. Tutors could introduce a
discussion and candidates could consider both national and local events. Newspaper and
television coverage of international events such as major football events could be discussed so
that candidates understand how such events attract tourism.
It is expected at this level that tutors will give candidates significant guidance in the choice of an
appropriate event (Assessment Objective 2). It is important that the discussion be recorded in
some way for portfolio evidence. This may be a written, audio or video record.
Tutors may opt to devise a template for the plan (Assessment Objective 3) or allow candidates to
develop their own. Forms for business planning are readily available from major banks. These
would be useful for tutor guidance but would need significant amendments before candidates could
use them.
Tutors may also wish to determine the nature of the log to be kept recording personal contributions
to the event (Assessment Objective 4). It is recommended that candidates record problems
encountered and how they handle them rather than just a diary log. The tutor must ensure that all
candidates have opportunities to make personal contributions to all stages of the event and that
they are aware of the importance of personal contribution to grading.
Evaluation (Assessment Objective 5) will be introduced at an early stage (Assessment Objective 3)
and methods of evaluation discussed. Evaluation could include individual, peer and whole group
evaluation. A group discussion with tutor guidance could help the evaluation process. Candidates
should be encouraged to recommend improvements to their performance, both as individuals and
as a group.
Candidates may provide portfolio evidence for all of the assessment objectives in this unit using a
range of presentation techniques. This may include assessor testimony/witness statements
logbooks, diaries, the use of video, audio and presentation software, posters/charts, written work.
Where video and/or audio evidence is provided this must be supported by assessor
testimony/witness statements. Where candidates demonstrate competence, centres should record
skills demonstrated on appropriate recording documentation.
Signposting to Key Skills
9
The unit contains opportunities for developing the Key Skill, and possibly for generating
portfolio evidence, if teaching and learning is focused on that aim.
Key Skill
reference
Key Skill
reference
Key Skill
reference
C2.1
N2.1
ICT2.1
N2.2a
ICT2.2
C2.2b
N2.2b
ICT2.3
C2.3
N2.2c
C2.2a
9
9
9
N2.2d
N2.3
OCR Level 2 Nationals in Travel and Tourism
3
Unit 9 – Planning and running a travel and tourism event
Mapping to National Occupational Standards
Occupational Standards
Unit
number
Title
Travel Services (Leisure Travel,
Business Travel, Call Centre
Operations, Tour Operations Head Office Operations,
Commentaries and Interpretation)
2.22
Contribute to the effectiveness of the workflow
(Administration)
Travel Services (Leisure Travel,
Business Travel, Call Centre
Operations, Tour Operations Head Office Operations,
Commentaries and Interpretation)
2.27
Operate effectively within the workplace
Travel Services (Commentaries
and Interpretation)
2.30
Assist with the setting up, running and closing
down events
Travel Services (Leisure Travel,
Business Travel, Call Centre
Operations)
2.36
Provide input to team meetings
Resources
This section provides suggestions of suitable resources. The list is neither prescriptive nor
exhaustive, and candidates should be encouraged to gather information from a variety of sources.
Some suggested resources are intended for Tutor use. The resources in this section were current
at the time of production.
Books
Allen, J. (2000)
Event Planning
Wiley
Betteridge, D. (1997)
Event Management in Travel and Tourism
Hodder Stoughton
Dale, G. & Oliver, H. (2000)
Travel and Tourism
Hodder and Stoughton
Watt, D. (1998)
Event Management in Travel and Tourism
Longman
Youell, R. (2003)
Complete A-Z Travel and Leisure Handbook
Hodder and Stoughton
Journals/Magazines/Newspapers
Conference and Exhibition Factfinder
Travel Trade Gazette
Travel Weekly
Websites
Business-in-a-box by EnvisionSBS. URL:http://www.envision-sbs.com/
Examples of business documents, forms and templates.
4
OCR Level 2 Nationals in Travel and Tourism
Unit 9 – Planning and running a travel and tourism event
Fab Job. URL:http://www.fabjob.com/
Contains information on how to become an Event Planner.
Resource Gateway. URL:http://www.resourcegateway.org.uk/logon.asp?step=1
This website gives teachers and students the opportunity to access a resource database of
information and materials that support a variety of leisure, travel and tourism courses for the 14-19
age group.
Vocational Learning. (Leisure and Tourism)
URL:http://www.vocationallearning.org.uk//teachers/subjectspecific/KS4/leisuretourism.asp
Leisure and tourism teaching and learning resources for schools and colleges.
OCR Level 2 Nationals in Travel and Tourism
5
Unit 9 – Planning and running a travel and tourism event
Grading
Assessment
Objective
Pass
Merit
Distinction
AO1
Identify a range of travel and
tourism events and shortlist
five
Candidates identify a limited range of
travel and tourism events and shortlist
five obvious events.
Candidates identify a range of travel
and tourism events and shortlist five
appropriate events.
Candidates identify a wide range of
travel and tourism events and shortlist
five well chosen events.
AO2
Discuss the feasibility of the
short listed events identified
in Assessment Objective 1
and select one event
Candidates make limited
contributions to a discussion on the
feasibility of the short listed events
identified in Assessment Objective 1.
They show little awareness of the
factors that make an event feasible or
not and have difficulty in selecting
one event.
Candidates make valuable
contributions to a discussion on the
feasibility of the short listed events
identified in Assessment Objective 1.
They show some awareness of the
factors that make an event feasible or
not and select one event which is
realistic.
Candidates make significant
contributions to a discussion on the
feasibility of the short listed events
identified in Assessment Objective 1.
They show thorough awareness of
the factors that make an event feasible
or not and provide thorough
justification for the selection of one
well chosen event.
AO3
Produce a plan for the
selected travel and tourism
event
Candidates produce a simple plan for
the selected travel and tourism event.
The plan includes brief information on
key aspects of planning.
Candidates produce a clear plan for
the selected travel and tourism event.
The plan includes detailed information
on many aspects of planning.
Candidates produce a detailed plan
for the selected travel and tourism
event. The plan includes well
developed information on most/all
aspects of planning.
AO4
Participate in the planning
and running of the travel and
tourism event, keeping a log
of your individual contribution
Candidates’ participation in the
planning and running of the travel and
tourism event is satisfactory. Their
contribution is minimal but
acceptable. Candidates complete a
satisfactory log of their individual
contribution. The log may have gaps
and is most likely to have been
completed retrospectively.
Candidates’ participation in the
planning and running of the travel and
tourism event is appropriate. They
make valuable contributions.
Candidates complete a detailed log
which reflects their individual
contribution.
Candidates’ participation in the
planning and running of the travel and
tourism event is effective and
efficient. They make significant
contributions. Candidates complete a
comprehensive log which accurately
reflects their individual contribution.
6
OCR Level 2 Nationals in Travel and Tourism
Unit 9 – Planning and running a travel and tourism event
Assessment
Objective
Pass
Merit
Distinction
AO5
Evaluate the event
Candidates provide a brief and not
always accurate evaluation of the
success of the event, their own
contribution and the contribution of
others. They have difficulty in
suggesting
improvements/recommendations.
Candidates provide a detailed and
accurate evaluation of the success of
the event, their own contribution and
the contribution of others. They
suggest realistic
improvements/recommendations.
Candidates provide a comprehensive
and accurate evaluation of the
success of the event, their own
contribution and the contribution of
others. They suggest realistic
improvements/recommendations with
thorough justification.
OCR Level 2 Nationals in Travel and Tourism
7