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Understand how to oversee the setup and breakdown of an event

Unit 5: Understanding Event Setup and Breakdown

Unit reference number:     R/600/8553 Level: 3
Credit value:                     3
Guided learning hours:     17

Unit aim

This unit requires learners to understand what is involved in event setup and breakdown. This process will vary in complexity depending on the type of event and the venue for the event. Learners need to understand the differences and the importance of effective planning in order to ensure a smooth and efficient operation that minimises disruption and impact to the venue and the locality. The importance of maintaining good communications with those involved in setup and breakdown is emphasised.

Essential resources

There are no special resources needed for this unit.

Learning outcomes, assessment criteria and unit amplification

To pass this unit, the learner needs to demonstrate that they can meet all the learning outcomes for the unit. The assessment criteria determine the standard required to achieve the unit.

Learning outcomes

 

 

 

1

Understand how to oversee the setup and breakdown of an event

1.1      Explain the importance of managing setup and breakdown effectively

 

□      Importance of managing setup and breakdown effectively: to meet contractual agreements, to minimise impact on the venue, to reduce disruption to the locality, to ensure safety requirements are met, to avoid damage to equipment, facilities and property

 

 

1.2      Explain the main stages involved in setup and breakdown

 

□      Main stages involved in setup and breakdown: dismantling of equipment and items, packing ready for transportation, loading onto transport, removing off site, clearing the area, cleaning and restoring the area; the range of equipment, staging and event items which need setup and breakdown, e.g. stages, lighting and sound towers, dance floors, tables, seating, viewing platforms, podiums, marquees and tents, catering points, toilet facilities, rest rooms, first-aid and medical points

□      Different setup and breakdown requirements for different types of events and for different types of venues

 

 

1.3      Explain the importance of having clear plans for setup and breakdown

 

 

□      Importance of having clear plans for setup and breakdown: so that equipment and items are brought onto site and removed from site sequentially to maximise access and minimise disruption; so that everyone involved is clear about the timescales for setup and breakdown; so that any delays can be identified and action taken

 

 

1.4      Explain why it is important to follow plans for setup and breakdown as agreed

□      Importance of following plans for setup and breakdown as agreed: so that those involved follow timings, procedures and protocols; to ensure licensing conditions, legal requirements are complied with; to ensure insurance requirements are not breached; to minimise disruption at the event venue, to reduce the impact on the locality

 

 

Learning outcomes         

Assessment criteria

Unit amplification

1.5      Describe the information needed about event plans and resources to manage setup and breakdown

□      Information needed about event plans and resources to manage setup and breakdown: access, time available, staffing and equipment resources required, security controls, contingency plans

1.6      Describe the main contractual obligations relevant to setup and breakdown

□      Obligations to the event sponsors, promoters, the contractors

□      Obligations to complete within the allotted and agreed times, to ensure minimal disruption, to avoid damage, loss or breakdown

1.7      Describe the main health and safety requirements relevant to setup and breakdown

□      Health and safety requirements relevant to setup and breakdown: the range of legal requirements, e.g. for safe use and handling of equipment, safe working at height, electrical connections and disconnections, use of fork-lift trucks, handling and storing food, using packaging and wrapping equipment; the competencies of staff involved to carry out setup and breakdown; access required to complete setup and breakdown

1.8      Describe five typical problems that may occur during setup and breakdown

□      Typical problems that may occur during setup and breakdown: severe weather, power failures, injuries to personnel, equipment malfunction, security threats, insufficient resources to handle equipment, staging or materials, inadequate access, delays to scheduled activities

□      Problems vary depending on the type of event and the venue: classic or pop music concerts, music festivals, conferences, banquets, sports events, presentations, firework displays, street parties; events in purpose-built arenas and venues, sites not designed for public entertainment, open-air stadiums, parks and greenfield sites

1.9      Explain how to respond to five typical problems that may occur during setup and breakdown

□      Responding effectively to problems: following procedures and organisational guidelines, notifying persons responsible, reporting accurately, adapting to meet particular circumstances, considering implications of different problems to setup or breakdown scheduling

Learning outcomes         Assessment criteria

Unit amplification

1.10 Explain the importance of checking resources during setup and breakdown

□      Importance of checking resources during setup and breakdown: to ensure adequate staffing, equipment, facilities; to ensure correct equipment, e.g. appropriate for the event; to ensure equipment, items are undamaged and in working order; to ensure personnel are competent

1.11    Explain how to ensure the proper checking of resources during setup and breakdown

□      Checking by personal observation and discussion, by using CCTV; by seeking confirmation from contractors, responsible persons; by receiving reports via radio, phone or written format

Learning outcomes

Assessment criteria

Unit amplification

2

Understand how to work effectively with others during the setup and breakdown of an event

2.1

Describe the roles of people who will be involved in setup and breakdown

□      Roles of people involved: the different people, e.g. caterers and hospitality, security, contractors, event sponsors, venue staff

□      Important to understand the different roles so that communication is appropriate and effective during setup and breakdown

2.2

Explain the importance of presenting a positive image of oneself and one’s organisation during setup and breakdown

□      Importance of presenting a positive image of both yourself and your organisation during setup and breakdown: to provide reassurance; to create trust; to maintain the organisation’s reputation; to promote a calm working atmosphere

2.3

Describe a range of ways of presenting a positive image of oneself and one’s organisation during setup and breakdown

□      Ways of presenting a positive image: effective communication; appropriate appearance, meeting organisational standards and codes of dress; using appropriate and non-offensive language; being on time to monitor the setup and breakdown; answering queries courteously; dealing with problems calmly and professionally; being knowledgeable of the details of setup and breakdown schedules

2.4

Define what is meant by ‘customer’ in the context of setting up and breaking down an event

□      Internal customer: event team staff, venue owners or managers, contractors, performers, security staff

□      External customer: the event sponsor, local community groups, local authority officers; reinforcing key messages, issuing handouts where appropriate

2.5

Explain how to provide optimum levels of customer service during setup and breakdown

□      Optimum levels of customer service during setup and breakdown: how to provide this by maintaining regular communication with customers; through ensuring problems are dealt with effectively; by advising customers promptly of delays, difficulties or other problems; by seeking their agreement to changing plans; by anticipating customer needs through careful profiling, by planning to meet changing demands

Learning outcomes         

Assessment criteria

Unit amplification

2.6      Explain the typical range of internal and external customers in the context of setup and breakdown

□      Internal customers: event team staff, venue owners or managers, contractors, performers, security staff

□      External customers: the event sponsor, local community groups, local authority licensing and environmental health officers

□      Range of customers who may need to be consulted for setup and breakdown, e.g. to discuss timing, safety, security issues

2.7      Identify who needs to be communicated with during setup and breakdown

□      Internal customers: event team staff, venue owners or managers, contractors, performers, security staff

□      External customers: the event sponsor, local community groups, local authority officers

□      Importance of identifying and prioritising who needs to be communicated with during setup and breakdown so that information is received on time, e.g. to discuss schedules for setup and breakdown, safety, security issues

2.8      Explain the importance of briefing and debriefing personnel during setup and breakdown

□      The importance of briefing personnel during setup and breakdown: to ensure agreed plans are understood, to ensure reporting responsibilities are understood, to clarify complex situations or instructions, to explain any changes required to normal procedures, to remind personnel of any restrictions or requirements, e.g. noise, nuisance, equipment usage, the need to clear or clean specific areas, the sequence of the setup and breakdown

□      Importance of debriefing personnel during setup and breakdown: to receive feedback on performance, to review incidents or problems, to make changes or improvements

Learning outcomes         

Assessment criteria

Unit amplification

2.9      Describe how to brief and debrief personnel effectively

□      Importance of using appropriate and effective communication methods: so that accurate information is passed quickly to the correct people; ensuring that others can understand information and make judgements; using different communication styles to meet different needs; using clear language; using handouts or visual aids, e.g. maps or plans, photos to reinforce key messages related to the event, using correct protocols to ensure that confidential information is communicated only to those entitled to know, e.g. security staff, emergency services

□      Keeping appropriate records of briefings, ensuring key personnel understand any additional responsibilities; gathering information and feedback from personnel; using information from external sources to validate feedback

 


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