Use your own word. Thank you.

Assessment Task 2 Monitor Work Operations

Portfolio and roleplay

Scenario

Sydney Events is a small catering and events company providing services for weddings and corporate events across a range of indoor and outdoor venues. The company employs seven full-time staff, including an events director, events coordinator, an executive chef, two chefs, three supervisors and up to 20 casual staff, depending on demand.

The objectives of the company are:

Achieve maximum profitability without compromising the quality.
Adapt services to the needs of the clients to improve their satisfaction
Use latest trends and sustainable practices to be ahead of competitors

You are the events coordinator at Sydney Events responsible for planning, coordinating and monitoring events.

Activities

Meet with the colleagues to improve workplace operations

Roleplay scenario

Sydney Events collects feedback from clients through online surveys. They are automatically emailed to all clients and guests the day after an event. They average a 60% response rate. Results indicate an overall satisfaction rating of 85%, which is very positive. They also receive emails from clients thanking them for the success of their event and congratulating them on their high customer service standards.

For a recently conducted event, Sydney Events received the feedback on the following areas.

Equipment was not working when required, especially audio-visual equipment such as projectors and computers used for presentations. (40% of complaints).
Some hot menu items were cold when served to customers at outdoor marquee events. These are usually plated menu items, not buffet or barbeque items. (22% of complaints).
Most female attendees complained that access to an outdoor marquee was difficult due to wet weather prior to the event. (15% of complaints).
Staff running the event (supervisors/coordinators) were unprofessional, not available when needed, did not fulfil requests. It seems there were busy doing most of the floor work and not really coordinating anything (12% of complaints).
The request for environmentally sustainable practices weren’t observed for example there were no separate bins for waste and recyclables and plastic cutlery and cups were used instead of biodegradable ones.

Meet with the colleagues to firstly provide the feedback on the complaints received and to discuss the ways to improve the operations for the upcoming event.

Roleplay conditions

Your assessor will prepare the environment for the meeting and will organise one other student to attend the meeting.

Before the meeting, you are required to prepare a short report on:

quality problems and issues identified and the planned adjustments to the procedures and systems.
current and emerging industry trends and practices for the events industry
how sustainability practices could be improved

During the meeting:

Discuss your report on the quality problems, industry trends and sustainability practices
Discuss ways to improve service levels
Provide feedback to inform future planning

This meeting should take no more than 15 minutes.

Answer: First you need to make a short report, and then make some explanation from 3 points on during the meeting (you can see the example on the other file that I already attached)

Organise workflow for an event

Mike and Jenny contacted Sydney Events recently to host their wedding in Ryde Gold Club on 25/10/2022. The provided the following information and requirements:

This event will be attended by 150 adult guests and 30 children.
The wedding will be a spring season themed event with flower decorations.
Each table will have 9 guests maximum.
They need the photographer, band, florist, MC, makeup and hair stylist and celebrant.
The catering will be seated dining and a pop-up bar is also required.
The event should be eco-friendly.
A special attraction or feature for guests to take photos for the social media.
It will be a 12 hour event starting at 10am on the day of the wedding and concluding around 10pm.

The following ratio of staff required for the successful operation of

the event.

1 Bartender for every 50 adult guests
For seated dinners, 1 server for every 2 tables

Create a wedding run sheet using the template provided under Appendix 1.

Answer: you can write on the appendix 1 that I already attached and you can see the example on the other file

Monitor and support team

Roleplay Scenario

Wedding event is in full swing, and you observed some casuals were talking with friends and sharing photos of the event decorations with friends on the mobile phone.

Conditions

During the meeting, you need to:

Share information on event objectives and service levels.
Share the experiences of the previous event details and the resulting complaints about staff behaviours.
Challenges their ideas about the casual nature of the taking photos in an event.
Provide feedback and support to the team members

This meeting should take no more than 15 minutes.

Answer: you need to answer according “during the meeting” (you can see the example on the other file that I already attached).

Write a short performance report on team for HR filing

The company’s policy requires a record of the conversation to be submitted to Human Resources for filing. The report should include teams behaviour at the event, what you discussed with them at the meeting, and how the subsequent behaviour of the team improved.

Answer:

Solve problems and make decisions

Roleplay Scenario

Jamie (role played your assessor), one of the casual attending the pop-up bar, came to you in a very panic mode to say that the wine bottles ran out and there are few tables requesting for more wine. Have a quick meeting with Jamie to resolve this issue

Conditions

During the meeting, you need to:

Initiate a short-term action to resolve the problem.
Encourage Jamie to find a quick solution.

This meeting should take no more than 10 minutes.

Answer: you need to write 3-4 paragraph according to “During the meeting”.

Write an email to the Events Director

Write email to the event director to explain the problem encountered in the event regarding the shortage of wine and suggest long-term solution for this problem.

Answer: