INSTRUCTIONAL DESIGN

Sector: TOURISM
Qualification: EVENTS MANAGEMENT NC III

Unit of Competency: SELECT EVENT VENUE AND SITE

Module Title: SELECTING EVENT VENUE AND SITE
This unit deals with the knowledge, skills, behavior and motivations required to undertake the venue/site
Course Descriptor: selection process for a major event comprising multiple components. It requires the application of significant
analytical and research skills to complete the process of matching an event to a particular site or venue.
Mr. Gene Roy P. Hernandez
Developer/s:
Ms. Jenna Richardson

Multimedia
Notes
Topic Content Activities
Graphics Video H5P
Lesson 1. ANALYZE VENUE OR SITE REQUIREMENTS
Learning Objectives:
1. Interpret the range of information used in the venue and site selection process
2. Collate interpreted information of venue or site in preference with the needs of stakeholders using a portfolio.
Introduction The students will track- Pre-test on
down the overview of the venue/site
event venue and the requirements
characteristics of an
effective site
management for an
event.

This then will also deal

with the analysis of the
venue or site based on
the detailed
requirements of the
 proposed event with
multiple components.
Topic 1: Analyze the aspects of Interactive Read the book type The trainer will be
The aspects of an event as one of the presentation learning resources providing an
event essential part of the on the aspects on the LMS interactive
services provided to the of an event (Information Sheet presentation of the
clients. 1.1) aspects of event to
be observed by the
The topic will focus on Watch the interactive learners.
the aspects of an event H5P drag the presentation
that must be taken into word The students cannot
account when Quiz 1.1 proceed to the Quiz
developing venue or site H5P quiz using 1.1 without reading
specifications. Drag and Drop the the learning
They are as follow: word resources and
(Activity Sheet 1.1) watching the
1. Creative theme of interactive
image required presentation
2. Estimated number of
attendees Values integration:
3. Audience 1. Honesty
composition 2. Committed
4. Facilities and to
services to be competence
provided
5. Staging/competition
requirements
6. Budget parameters
7. Location
8. Capacity and
minimums of site or
venue
9. Timing
10. Accessibility
Topic 2: Analyze the multiple Interactive Discussion Forum The trainer will be
The multiple components of an event presentation of Using the question: providing an
components of an as one of the integral the multiple “How did the multiple interactive
event parts of selecting a components of components of an presentation of the
venue an event event affect the aspects of event to
planner’s and be observed by the
Communication and stakeholder’s learners.
accessibility to the site Gamification choice/prefer venue
or venue must be related quiz or site for the an Discussion forum is
to the following upcoming or must to be
components of an event: proposed event?” answered by the
1. Contractors and (Activity Sheet 1.2) students before
Suppliers proceeding to the
2. Substantial catering Quiz 1.2 interactive quiz.
3. Multiple speakers, Gamification quiz on
performers or the multiple Values integration:
exhibitors components of an 1. Honesty
4. Requirement for event 2. Committed
display, decoration or (Activity Sheet 1.3) to
theming competence

Topic 3: Identify and analyze the Infographics Video presentation on Interactive quiz Read the book on the The trainer will be
Styles of venues different styles of venues on the styles the Styles of venues and Fill in the LMS providing an
and sites, and sites, services of venue sites blanks (Information Sheet infographics and
services offered offered and their 1.2) video on the styles
and their suitability for particular of venue
suitability for event. Watch the interactive
particular event video on the styles of Students must read
types. This topic will focus to venues and sites the book and watch
the venue, mainly built the interactive
structures, and site as Quiz 1.3 videos before taking
an outdoor spaces used Interactive Quiz on the interactive quiz
in an event. the styles of venues
and sites, services Values integration:
This then will focus on offered and their 1. Honesty
the two (2) main
 considerations in suitability for 2. Committed
evaluating a venue or particular event to
site, these are: types. competence
1. Functionality of the
(Activity Sheet 1.4)
venue
2. Suitability of the site
for the creative
Preparation of site
purpose
checklist consisting
of the suitability of
This then will also focus
venue or suite on
on the selection of
suitable venue or sites different types of
for and event that event.
includes: (Task Sheet 1.1)
1. Bars, Pubs, and
Clubs
2. Restaurants
3. Hotels
4. Conference Centers
5. Business Centers
6. Community Centers
7. Sports Clubs
8. Art Galleries
9. Academic Venues
10. Stately Homes
11. Stadiums and Arenas
12. Parks and Fields
Topic 4: Develop site proposal Info graphics Video presentation on Watch the video The students must
Consultation and with proper on the 10 do’s consultation and pre- presentation on watch the video and
Pre-planning with specifications to be and don’ts of planning with the stake consultation and pre- answer the
the stakeholders presented to the consultation holders planning with the discussion forum
stakeholders for and planning stake holders before proceeding
consultation and pre- stages of an to the task sheet 1.2
planning stage. event. Discussion Forum
Using the question: Values integration:
“How to deal with 1. Honesty
consultation and pre-
 planning with the 2. Committed
stakeholders to
(Activity Sheet 1.5) competence

Create a portfolio
containing the list of
suitable venue or
sites for the different
kinds/types of events
that includes the
suitability of the
event, obligations
and contacts,
contingency plan and
site strengths,
weaknesses and
opportunities.
to be presented in an
interactive power
point presentation.
• Guided with
the rubrics
(Task Sheet 1.2)

Lesson 2. Source event venues or sites

Learning Objectives:
1. Select appropriate venue or site for a nominated event comprising multiple components.
2. Prepare a site contingency plan.
3. Prepare a portfolios of evidence and third party workplace reports.

Topic 1: This lesson will deal with Pre-test

Introduction the characteristics of an
event site or venue as
the most important part
of event.
 This then will also deal
with the selection of an
appropriate venue or site
for a nominated event
comprising of multiple
component
Topic 2: Analyze the venue or Video presentation on Watch the 3 video The students must
Topographic and site for a nominated Venue Selection and presentations take first the pre-test
demographic venue with multiple Lay-out 1. Venue Selection before proceeding
https://www.youtube.com/watch?v=al8hsTdRWO8
characteristics of components. and Lay-out to the video
a venue or site 2. How to Find
This topic will be dealing Event Venue
Event management: how 3. Elements of Site
with the variables of a To Find Event Venue Discussion forum is
Selection
venue or site suitable for https://www.youtube.com/watch?v=PEeRUMJ0kZM a must to take
a nominated event. The before taking t7he
variables are as follow: quiz
1. Cost (Budget) Elements of site selection
https://www.youtube.com/watch?v=vgadoeeYb4s
Discussion Forum
2. Ambience and Using the question: Values integration:
Mood “How do you analyze 1. Honesty
3. Capacity and a suitable venue for 2. Committed
Size an event?” to
4. Parking (Activity Sheet 2.1) competence
5. Insurance and
other premiums
6. Acoustics and
Sound Quiz 2.1
Site Analysis
7. Location
(Activity sheet 2.2)
(accessibility)
8. Technology
9. Food and
Beverage
10. Layouts
11. Additional
Services
 12. Special Access
13. Miscellaneous
Topic 3: Planning for potential Video presentation Drag and Drop Read the book Read the book
Contingency risks in the process of What is Contingency interactive quiz resource on the LMS resource and watch
planning for site selection and the Plan on Planning for the video
https://www.youtube.com/watch?v=s9OG799dTLQ Contingencies: Site
venue or site event itself is the focus presentation for you
Selection to
selection of this topic. This will Contracting to enable the activity
give the students time Crisis management and sheet and task
for good communication Contingency Planning sheets.
https://www.youtube.com/watch?v=EglMUMEAAy8 Watch the videos on
with the event team. “What is Contingency
This then will also Plan” For online
identify the also How to Write Effective “Crisis management submission, drop
potential costs in the Project/Work Place and Contingency the output on the
event budget. Reports with portfolio. eFolio folder
https://www.youtube.com/watch?v=w- Planning”
vvrcQdpZQ provided in our LMS
The potential risks to
consider when writing Quiz 2.2
Drag and drop For offline
your contingency plan
Interactive quiz submission, submit
can be grouped as
(Activity Sheet 2.3) the output via
follows:
flashdrive/flashdisc/
1. Physical: Any Prepare site CD/ or a hard copy
accident, fire, flood contingency plan
or other natural (Task Sheet 2.1) Formats of the
disaster that would outputs are
have an impact on Prepare Project/Work available in
your equipment, Place Reports with electronic copy and
buildings or stock. Portfolio hard copy.

2. Team: Your team is (Task Sheet 2.2)

only human, so
Values integration:
illness, grievances or
1. Honesty
industrial action may
2. Unity in
affect them.
Truth
3. Legal: What might
someone sue you for
 is the easiest 3. Committed
question here. Or are to
you confident that competence
the competition you
plan to run is legal?
It’s best to not leave
matters such as this
down to chance.
4. Technical: Everyone
relies so heavily on
technology now that
they often assume it
will always work.
Think about how
you’d run a barcode
registration process
without a computer
or barcode reader
that works.
5. Political: Riots,
protests,
campaigning and
changes in corporate
policy can all affect
the success of your
event. If, on the day
of your event
promoting the launch
of a new car, you
read a new press
release stating that
the tax of that type of
vehicle will increase
 by 25 per cent, what
do you do?
Contingency plan
checklist:
1. Organization
guidelines
2. On site
3. Documents
4. Contact numbers
5. Distribution
Lesson 3. Confirm Venue or Site Arrangement
Learning Objectives:
1. Prepare detailed report of the proposed site
2. Confirm the venue and prepare the contract
Topic 1: This lesson will enable Pre-test
Introduction the students to prepare
a detailed report of the
proposed site that
includes the suitability of
the event, obligations
and contacts,
contingency plan and
site strengths,
weaknesses and
opportunities.
This then also will
engage the students in
confirming the venue
and the preparation of
the contract for the sited
venue.
Topic 2: This topic will be dealing Interactive Read the interactive For online
with the process on how power point power point submission, drop
an event organizer presentation presentation on the output on the
Suitability of a should ensure that the on Different Different Venue/Site eFolio folder
venue or site for event venue/site is Venue/Site Layout and Suitability provided in our LMS
an event designed and organized
Layout and
properly for safety and For offline
Suitability Quiz 3.1
security of the event, the submission, submit
(Activity Sheet 3.1)
people and the the output via
stakeholders. flashdrive/flashdisc/
CD/ or a hard copy
Preparation of venue
The following are the
site vicinity map of
main agenda of the Formats of the
the nominated site
topic: outputs are
and the layout and
1. Pre-site design data available in
design of a
collection electronic copy and
nominated venue hard copy.
2. Assessing venue/site based on the theme
suitability and concept required
• Venue capacity and the venue/site Values integration:
for the audience, suitability. 1. Honesty
staff and (Task Sheet 3.1) 2. Unity in
contractors Truth
• Existing 3. Committed
structures and to
features competence
• Ground
conditions and
site topography
• Access for
vehicles and
pedestrians on to
and around the
site
• Infrastructure
and local
amenities
• Animal droppings
Topic 3: This topic will be dealing
Event’s site with the obligations and
contract that the event
obligations and
coordinator and the
contracts
contracting parties must
fulfill.
This then will discuss a
suitable contract that will
provide clarity, certainty
and protection for both
parties and facilitate the
negotiation and
execution of a smooth-
running transaction.
Event Planner Contracts Read the power point Read the power
And Agreements presentation on the point presentation
https://www.youtube.com/watch?v=L_cW-nCFCjY
Legal requirements and watch the video
How to Create an Event for Venues – presentation for you
Planner Contract to enable the activity
https://www.youtube.com/watch?v=WF6teLX96ng
Contracts and Service
sheet and task
sheet.
Watch the video on
1. Event Planner
Contracts And For online
Agreements submission, drop
2. How to Create the output on the
an Event Planner eFolio folder
Contract provided in our LMS
Quiz 3.2 For offline
(Activity Sheet 3.2) submission, submit
the output via
Create a Sample Site flashdrive/flashdisc/
Contract CD/ or a hard copy
(Task Sheet 3.2)
Formats of the
outputs are
available in
electronic copy and
hard copy.
Values integration:
1. Honesty
2. Unity in
Truth
3. Committed
to
competence
Topic 4: This topic will focus on Communication and Read the power point Read the power
Site Planning and the process of site Events Planning: Venue presentation in the point presentation
planning, site/venue Selection and Layout LMS and watch the video
Presentation https://www.youtube.com/watch?v=al8hsTdRWO8

confirmation and presentation for you

presentation. Watch the video on to enable the activity
Includes dealing with the Communication and sheet and task
following Events Planning: sheet.
1. External Venue Selection and
Layout
Stakeholders For online
2. Drawing up submission, drop
venue/site design the output on the
Quiz 3.2
plans eFolio folder
3. Calculating and (Activity Sheet 3.2)
provided in our LMS
Sizing the Event
Environment Preparation of the
For offline
4. Event site detailed report of the
submission, submit
confirmation and proposed site that
the output via
presentation. includes the
flashdrive/flashdisc/
suitability of the
CD/ or a hard copy
event, obligations
and contacts,
Formats of the
contingency plan and
outputs are
site strengths,
available in
weaknesses and
electronic copy and
opportunities.
hard copy.
(Task Sheet 3.3)

Values integration:
1. Honesty
2. Unity in
Truth
3. Committed
to
competence