INSTITUTIONAL EVALUATION TOOLS

FOR
EVENTS MANAGEMENT SERVICES NC III

MANAGE CONTRACTOR FOR INDOOR EVENT

(Title of Unit of Competency)

 EVIDENCE PLAN

QUALIFICATION: EVENTS MANAGEMENT SERVICES NC III

Units of Manage Contractor for Indoor Event
competency
covered
Ways in which evidence will be collected:

with Questioning
Observation with
[tick the column]

Demonstration

Examination
Questioning

Portfolio
Written
The evidence must show that the candidate
…
 Analyze event staging requirements based on
detailed review of all aspects of the proposed
event with multiple components.
 Develop an accurate summary of staging
requirements for each event component in
consultation with key stakeholders.
 Incorporate safety and risk management
issues into all planning documentation and
processes.
 Identify and source appropriate contractors
to provide services for the event.
 Provide accurate briefings or specifications
on precise staging requirements to
contractors.
 Obtain complete and timely quotations for
the provision of services.
 Quotations are analyzed and contractors are
selected in consultation with key
stakeholders.
 Confirm agreements with contractor in
writing to include details and costs of all
services
 Monitor progress, including safety issues at
regular intervals through ongoing liaison with
contractors and other stakeholders.
 Need for adjustments is identified and
appropriate changes are organized with
confirmation in writing.
 Negotiate adjustments to maintain the
integrity and quality of the event.
 Evaluate work completed against event
requirements and time schedules and
appropriate action is taken to address delays.

WRITTEN EXAMINATION

I. Identification: identify the following contractors in an event

staging.

____________1. Responsible for setting up and shutting down

equipment at the start/end of the show.
____________2. He/she coordinates the detailed work required in
order to ensure the event runs smoothly and according to plan
____________3. The director to create the visual and stylistic
elements of the sets, furniture and props.
____________4. Has overall responsibility for the stage management
team.
____________5. They are in charge of hospitality and ensuring the
guests are treated well during the event.

II. Multiple Choice: Read the statement or questions carefully,

select the correct answer and write it on the space provided
before each number
_______1. Their function is to provide backdrop services of one
kind. a. Exhibition contractors b. Technical support
c. Venue management d. Catering management

_______2. They are responsible for recording the preceding

themselves, and often have their own recording, sound editing
and production facilities.
a. Project management b. Participant and audience
c. Video production d. Exhibition contractors

_______3. This management organizes the venue of the event.

a. Catering management b. Venue management
c. Technical support d. Multimedia support

_______4. It is responsible for the ticketing and security to the

full provision of VIP seat booking or allocation of
accommodation or pavilion space.
 a. Design b. Project management
c. Video production d. Participant or audience handling

_______5. They taking care of food orders, food production and

service staff.
a. Exhibition contractors b. Participant or audience handling
c. Catering management d. Technical support

III. True or False Direction: Write T if the state is correct and F if

the statement is false. Write your answer on the space provided
before each number.
____1. An event manager should have a contractor briefing about the
price or budget in a proposed event.
____2. There shouldn’t be a technical specification for equipment used in
event planning.
____3. Always have a timeline in planning an event.
____4. K n o w how the prescribed work is to be performed, including
material and equipment requirements and any restrictions or conditions
on that performance
____5.An event planner should not know how payment for the work will
be made and how changed conditions are be handled.
____6. Excellent communication skills are essential in many professions
____7.The ability to explain the scope and purpose of an event is
important in event management.
____8. Always drafting thank you notes to guest speakers and VIPs
____9. Skillfully negotiate hotel rates, contract details, or extras from a
vendor.
____10. Make a clear and organize event proposal for a prospective client.
 ANSWER KEY

I. Identification
1. Lightning operator
2. Event coordinator
3. Set designer
4. Stage manager
5.Catering management

II.Multiple Choice
1. A
2. C
3. B
4. D
5. C
IV. TRUE OR FALSE
1. T
2. F
3. T
4. T
5. F
6. T
7. T
8. T
9. T
10.T

TASK SHEET

Title: Risk management issues to be considered for key areas of

event staging
Performance Objective: Given the information on Risk management
issues to be considered for key areas of event
staging, write (no more than 100 words) a case
analysis on the situation provided below.

Supplies/Materials : Ball pen and bond paper and Information

Sheet
Equipment: Personal computer with internet
Situation:
In the days leading to February 4, 2006, the people started to gather in
throngs at the Philsports Arena (formerly Ultra) in Pasig City, the
publicized site of the first anniversary episode of “Wowowee”, a popular
noon time game show aired by a commercial TV Station. With high hopes
of winning the grand prize, hundreds queued for days and nights near
the venue to assure themselves of securing the tickets for the show.
Little did they know that in taking a shot at instant fortune, a number of
them would pay the ultimate wager and place their lives at stake, all in
the name of bagging the prizes in store.

Came the early morning of February 4, 2006, with thousands more

swarming to the venue. Hours before the show and minutes after the
people were allowed entry through two entry points as six o’clock in the
morning, the obstinate crowd along Capt. Javier Street jostled even more
just to get closer to the lower rate pedestrian gate. The mad rush of the
unruly mob generated so much force, triggering the horde to surge
forward with such momentum that lead others to stumble and get
trampled upon by the approaching waves of people right after the gate
opened. This fatal stampede claimed 71 lives, 69 of whom were women,
and left hundreds wounded which necessitated emergency medical
support and prompted the cancellation of the show’s episode.
Analysis questions
1. What are the hazards identified in the situation?
2. What is your risk assessment in the given scenario?
3. What are the risk control measures that you need to execute in this
situation

Assessment Method: Submission of written case analysis/ study.

Performance Criteria Checklist

CRITERIA YES NO
Give emphasis on the following tasks during the
planning?
Project management:
1. Hazard Identification
2. Risk assessment

3. Risk control measures

People management
1. Lead management
Scheduling
1. Agenda management
Infrastructure
1. Crowd entry/exit points management

TASK SHEET

Title: The key inclusions for contractor briefing or specification

documents
Performance Objective: In this task, the learners are instructed to
select and plan a simple event highlighting the
key inclusions for contractor briefing or
specification documents within an hour

Supplies/Materials : Ball pen and bond paper and Information

Sheet

Equipment: Personal computer with internet

Steps/Procedure:
1.Form a group of 5 trainees
2.Select a representative of the group which will act as the event
coordinator, other members will play the role of partner-organizers
3.Select one indoor event
4.Assign roles and responsibilities of organizations involved in event
staging to the members
5.Formulateaspecification document for each contractor/organization in
the event highlighting the following specification documents:
Price
Performance standards
Timelines
Technical specifications for equipment
Theme related requirements
Regulatory requirements
Previous experience
6.Present your work to in class, for group discussion

Assessment Method: Performance of task, assessment of specification

documents
 Performance Criteria Checklist

CRITERIA
Did you….. YES NO
Give emphasis on the following tasks during the
activity?
Write specifications documents that provided
instructions on:
 how the prescribed work is to be performed,
including material and equipment requirements
and any restrictions on that performance;
 how the quality and acceptability of the work
will be determined;
 allowable tolerances and how deviations from
these tolerances will be handled;
 how payment of the work will be made; and how
changed conditions are to be handled
Demonstration and Questioning Checklist
Candidate’s
name:
Trainer’s name:
QUALIFICATION: EVENTS MANAGEMENT SERVICES NC III
Units of Manage contractor for Indoor event
competency
covered:
Date of
assessment:
Time of
assessment:
Instructions for demonstration
Please see attached Instruction for Demonstration (Candidate)
Supplies and Materials Tools and equipment
 Pen and Paper  Complete Set of Computer
 Printer

 to show if
evidence is
demonstrated
During the demonstration of skills, the candidate: N/
Yes No
A
 Demonstrated general knowledge of all event staging
  
services and terminology.
 Demonstrated ability to organize and coordinate
multiple contractors as part of the overall event   
management process.
 INSTRUCTION FOR DEMONSTRATION:
(FOR THE CANDIDATE)
Candidate’s
name:
Trainer’s name:
QUALIFICATION: EVENTS MANAGEMENT SERVICES NC III
Units of Manage contractor for Indoor Event
competency
covered:
Date of
assessment:
Time of
assessment:

PLEASE READ CAREFULLY:

1. The trainer will provide you the necessary supplies/materials,

tools/instruments and forms. Inform the Assessor if you intend to
use your own materials/supplies, tools and instrument.

2. The trainer will allow 15 minutes for you to familiarize yourself

with the resources to be used in this demonstration.

3. You are required to perform the following:

Given the necessary tools, equipment, supplies and materials, the

candidate is required to prepare the following:

Given the information on Risk management issues to be considered

for key areas of event staging, write (no more than 100 words) a
case analysis on the situation provided below.

In this task, the learners are instructed to select and plan a simple
event highlighting the key inclusions for contractor briefing or
specification documents within an hour

4. Trainer may perform oral questioning of the candidate before or

after the performance of the tasks.
 INSTRUCTION FOR DEMONSTRATION:
(FOR THE TRAINER)
Candidate’s
name:
Trainer’s name:
QUALIFICATION: EVENTS MANAGEMENT SERVICES NC III
Units of Manage contractor for Indoor event
competency
covered:

PLEASE READ CAREFULLY AND PREPARE AS NECESSARY:

1) The Trainees will:
a. Provide for the necessary tools, equipment, supplies and materials.
(Please refer to List of Tools, Materials and Equipment). In cases
wherein the trainees intends to use his/her own
materials/supplies, tools and instrument, the Assessor must check
the appropriateness of the candidate’s own materials/supplies,
tools and instrument.
b. Set-up the demonstration area.
c. Provide the trainees copy of the Instruction for Demonstration For
Trainees.
d. Ensure that the trainees FULLY understands the instruction
before proceeding to the performance of the task.
e. Ensure demonstrations of tasks shall be performed according to
the given Instruction for candidate.
f. Allow 15 minutes for the trainees to familiarize him/her/self with
the resources to be used in this demonstration.
g. Ensure that the trainees is wearing appropriate personal protective
equipment before allowing him/her to proceed with the task.

2) During the demonstration of skills, the Trainer will check using the
Demonstration Checklist if the trainees was able to perform the
tasks specified in the Demonstration Checklist:

3) The Trainer, based on the performance of the trainees should give

immediate feedback.

4) The Trainer should advise the trainees on the next method of

assessment that he/she will undertake.
 COMPETENCY ASSESSMENT RESULT SUMMARY

Candidate’s Name:
Trainer’s Name:
Qualification: EVENTS MANAGEMENT SERVICES NC III
Units of Competency Manage contractor for Indoor event
covered:
Date of Assessment
The performance of the trainee in the following Satisfactory Not
assessment methods: [Pls. Tick (/) appropriate box] Satisfactory
A. Observation with questioning  
B. Demonstration with questioning  
C. Portfolio  
D. Written Examination
 
Did the trainee overall performance meet the
 
required evidences / standards?
Recommendation
 For re-assessment. _____________________________________
 For submission of document. Pls. specify (Portfolio Document)
_______________________
 For issuance of certificate. Pls. Specify (Qualification, NC Level )
_____________________

General Comments [Strengths / Improvements needed]

Trainees’ signature: Date:

Trainer’s signature: Date: