Assist the Set-Up and Take-Down of an Event

1 Understand how to support the set-up and take-down of an event

• Work activities involved in setup and take-down:
• ~Set-up: e.g., checking available space, unpacking equipment, and items, checking equipment and items, assembling equipment and items, setting up equipment and items, positioning equipment and items, safety, and security checks.
• ~Take-down: e.g., dismantling of equipment and items, packing ready for transportation, loading onto transport, removing off site, clearing the area, cleaning, and restoring the area.
• ~Resources: e.g., tables, seating, decorations, small equipment, podiums, stages, lighting and sound equipment, dance floors, marquees and tents, catering points, toilet facilities, rest rooms, first aid and medical points.
• People involved: e.g., security, contractors, event sponsors, venue staff, caterers, and hospitality
• Information needed about event plans and resources to support set-up and take-down: e.g., access to venue/site, method statements, site plan, room plan, power sources, event management contacts
• Briefing: be prepared, ABC’s of briefing; accuracy, brevity, and clarity, set objectives, check understanding
• De-briefing: e.g., restate objectives, check objectives were met, what happened, what can be learnt, what should be done differently
• Checking: e.g., inventories, checklists, method statements, by personal observation and discussion, checking with contractors
• Health and safety requirements relevant to set-up and take-down: e.g., safe use and handling of equipment, safe working at height, electrical connections and disconnections, handling and storing food, the competencies of staff involved to carry out set-up and take-down; access required to complete set-up and take-down

2 Be able to support the set-up of an event

• Briefing: e.g., be prepared, ABC’s of briefing; accuracy, brevity, and clarity, set objectives, check understanding
• Plans: critical path, schedules, method statements, site plans
• Checking: e.g., inventories, checklists, method statements, by personal observation and discussion, checking with contractors
• Changing circumstances: e.g., power failures, injuries to personnel, equipment malfunction, security threats, insufficient resources to handle equipment, staging or materials, inadequate access, delays to scheduled activities
• Resources: e.g., tables, seating, podiums, stages, lighting and sound towers, dance floors, marquees and tents, catering points, toilet facilities, rest rooms, first aid and medical points
• Problems with resources: e.g., damage, breakages, missing/wrong items
• Appropriate people: e.g., managers, events coordinator
• Health, safety and security of personnel and resources e.g., use of method statements, risk assessments, follow procedures

3 Be able to support the take-down of an event

• Checking: e.g., inventories, checklists, method statements, by personal observation and discussion, checking with contractors
• Problems with resources: e.g., damage, breakages, missing/wrong items
• Packing: e.g., use of transport cases/containers, keep related items together, label contents
• De-briefing: e.g., restate objectives, check objectives were met, what happened, what can be learnt, what should be done differently
• Documents: e.g., inventories, checklists, reports, records

4 Be able to work effectively with others during the set-up and take-down of an event

• Communication: e.g., using clear language, using handouts or visual aids to reinforce key messages related to the event
• Customer service support: e.g., maintaining regular communication with customers, ensuring problems are dealt with effectively, advising customers promptly of delays, difficulties, or other problems, seeking their agreement to changing plans, anticipating customer needs
• Internal and external customers: e.g., internal: event team staff, venue owners or managers, contractors, performers, security staff; external: the event sponsor, local community groups, local authority officers
• Positive image: e.g., effective communication, appropriate appearance, 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