Use event management software to manage a conventions and incentives industry project

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1 Use event management software to manage a conventions and incentives industry project version 1 Page 1 of 5 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 Subfield Domain Status Tourism Tourism Conventions and Incentives Registered Status date 19 March 2010 Date version published 19 March 2010 Planned review date 31 December 2015 Entry information Accreditation Standard setting body (SSB) Open. Evaluation of documentation and visit by NZQA and industry. ServiceIQ Accreditation and Moderation Action Plan (AMAP) reference 0078 This AMAP can be accessed at 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 Examples of events management software may include but are not limited to Certain Events, Summit Event Manager, Conference Online, Events Perfect, Scheduler Plus.

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. 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, International Congress and Convention Association (ICCA), Amsterdam, International Association of Professional Congress Organisers (IAPCO), London, Society of Incentive and Travel Executives (SITE), Chicago, Conventions and Incentives New Zealand (CINZ), Auckland, 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. 1.1 Reasons for using event management software are explained in accordance with system includes but is not limited to central repository for data, auditability, efficiency.

3 Page 3 of Types of information able to be stored by event management software are explained in accordance with system 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 2.1 A new event file for a project is created in accordance with system functionality and industry practice. 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 3.1 Information related to the project is set up in accordance with system 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. 3.2 Information relating to people associated with the project is recorded, and if applicable categorised, in accordance with system functionality and industry practice. 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.

4 3.3 Financial transactions are recorded and/or processed for attendees in accordance with system version 1 Page 4 of 5 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 4.1 Records and/or bookings are retrieved and information is amended and/or added in accordance with system 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. 4.2 Records and/or bookings are retrieved and deleted in accordance with system 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 5.1 Selected data is extracted for reporting purposes in accordance with system 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.

5 Page 5 of Reports are run in accordance with system 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. 5.3 Data is exported in accordance with system Element 6 Create and send documents using event management software for a conventions and 6.1 Documents are created and sent in accordance with system functionality and industry practice. 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 if you wish to suggest changes to the content of this unit standard.

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