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Title / Use event management software to manage a conventions and incentives industry project
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 client 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 incentives industry project.
Classification / TourismTourism Conventions and Incentives
Available grade / Achieved
Explanatory notes
1Competency 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.
2For 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 incentives industry project. Examples of events management software may include but are not limited to – Certain Events, Summit Event Manager, Conference Online, Events Perfect, Scheduler Plus.
3Definitions
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.
CRM refers to Customer Relationship Management.
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, event owner 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.
4Any relevant Acts, regulations, and bylaws must be complied with during assessment against this standard.
Outcomes and evidence requirements
Outcome 1
Demonstrate knowledge of event management software as an information and business tool for the conventions and incentives industry.
Evidence requirements
1.1Reasons for using event management software are explained in accordance with system functionality and industry practice.
Rangeincludes but is not limited to – central repository for data, auditability, efficiency, cost control.
1.2Types of information able to be stored by event management software are explained in accordance with system functionality and industry practice.
Rangeincludes but is not limited to – information about potential attendees, detailed information about actual attendees, logistical information, inventory, accounting, content management for website, account CRM functionality, menu and beverage management, venue diaries and space utilisation.
Outcome 2
Create a new client[LM1][JE2] file using event management software for a conventions and incentives industry project.
Evidence requirements
2.1A new event file for a project is created in accordance with system functionality and industry practice.
Rangemay include but is not limited to – project name, dates, venue, database name, database code, space utilisation;
evidence is required for all mandatory fields.
Outcome 3
Manage logistical requirements using event management software for a conventions and incentives industry project.
Evidence requirements
3.1Information related to the project is set up in accordance with system functionality and industry practice.
Rangemay include but is not limited to – organiser details, note type codes, marketing codes, conference and registration categories and options, function options, space utilisation, attendance limitations, payment options, menu design, furniture inventory, beverage inventory;
evidence is required for a minimum of five.
3.2Information relating to people associated with the project is recorded, and if applicable categorised, in accordance with system functionality and industry practice.
Rangemay 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.
3.3Financial transactions are recorded and/or processed in accordance with system functionality and industry practice.
Rangemay include but is not limited to – cheque, direct deposit, credit card;
evidence is required for single payment, multiple payment, refund, cancellation.
Outcome 4
Amend and delete records and/or bookings using event management software for a conventions and incentives industry project.
Evidence requirements
4.1Records and/or bookings are retrieved and information is amended and/or added in accordance with system functionality and industry practice.
Rangemay include but is not limited to – personal and demographic data, notes information, marketing data, registration options, event booking and venue utilisation, function options, workshop options, tour options, accommodation, profiles;
evidence is required for three different records and/or bookings.
4.2Records and/or bookings are retrieved and deleted in accordance with system functionality and industry practice.
Rangemay include but is not limited to – personal and demographic records and/or bookings, booking information;
evidence is required for two records and/or bookings.
Outcome 5
Extract data and run reports using event management software for a conventions and incentives industry project.
Evidence requirements
5.1Selected data is extracted for reporting purposes in accordance with system functionality and industry practice.
Rangeselected 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; menus, space utilisation, beverage lists, furniture inventory and equipment lists, signage requirements;
evidence is required for a minimum of three.
5.2Reports are run in accordance with system functionality and industry practice.
Rangepre-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;event orders, contracts, proposals, P and L reports;
evidence is required for four reports in total.
5.3Data is exported in accordance with system functionality and industry practice.
Outcome 6
Create and send documents using event management software for a conventions and incentives industry project.
Evidence requirements
6.1Documents are created and sent in accordance with system functionality and industry practice.
Rangedocuments may include but are not limited to – invoice/statement, proposals, receipt, confirmation letter, name badges, attendee itinerary, function tickets;
evidence is required for a minimum of three different documents.
Planned review date / 31December2021Status information and last date for assessment for superseded versions
Process / Version / Date / Last Date for AssessmentRegistration / 1 / 19 March 2010 / 31 December 2018
Review / 2 / 17 November 2016 / N/A
Consent and Moderation Requirements (CMR) reference / 0078
This CMR can be accessed at
Please note
Providers must be granted consent to assess against standards (accredited) by NZQA, before they can report credits from assessment against unit standards or deliver courses of study leading to that assessment.
Industry Training Organisations must be granted consent to assess against standards by NZQA before they can register credits from assessment against unit standards.
Providers and Industry Training Organisations, which have been granted consent and which are assessing against unit standards must engage with the moderation system that applies to those standards.
Requirements for consent to assess and an outline of the moderation system that applies to this standard are outlined in the Consent and Moderation Requirements (CMR). The CMR 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 ServiceIQ you wish to suggest changes to the content of this unit standard.
ServiceIQSSB Code 9068 / New Zealand Qualifications Authority 2018
[LM1]‘event owner’?
[JE2]Client is appropriate here as CRM refers to a “client file”.