Group Contracts
A group contract could be a tool to ensure all students agree to equitable participation, whilst also making clear the sanctions for failing to engage effectively. It is suggested that student group contracts should be developed by the students themselves stating the terms they develop and agree upon (as evidenced by signatures of all group members).
Contracts could include:
- How often the group meets
- Procedures for handling absences
- Procedures for making decisions
- Roles of each group member and their responsibilities and activities
- Expectations of each other and the event
- Conflict resolution solutions (e.g., vote, leader decision, etc.)
- Definitions of terms
- Any other professional aspects pertaining to the event and group interactions/relations as applicable
The contracts are then sent to each member of the team and the module co-ordinator for review and approval.
Events Guidelines
These guidelines help to manage expectations for both the students and the assessors of the live event. This can be given to students in the beginning of the planning stages, so they can organise their events with this in mind.
Guidelines for Students:
- No weekend events (Friday night to Sunday night)
- All members of the events team must act and dress in a professional manner
- Members of the events team will not consume alcoholic beverages during the event
- Two lecturers to attend free of charge as assessors. Any other lecturers attending need to pay unless otherwise agreed with the events team
- The two assessors must be treated as stakeholders
- Provision will be made to facilitate assessment by lecturers (e.g. seats at front, table reserved, generally making sure there are provisions, seating and space)
- One of the team members should be allocated the role of host to the assessors. This person should meet and greet the two assessors, make sure they receive all relevant information and occasionally 'check in' with them in order to provide updates and briefs about the progression of the event. This includes informing the assessors what is happening next, how things are going (realistically) with the event, who is doing what, and generally treating them as clients. An example of this would be to take the assessors backstage during a music event to show them around and inform them of how things are progressing.
Guidelines for Assessors:
- The two assessors will stay for the equivalent of half an event (and should be present at the same time).
- The two assessors will not pay to attend the event. Any other lecturers attending need to pay unless otherwise agreed with the events team.
- The two assessors are treated as stakeholders by groups, not just consumers. This means the assessors need to engage with the group and the event by walking around, checking on things and talking with other attendees if appropriate.
- The two assessors will not consume alcoholic beverages during assessment of the event.
- A structured form will be used for assessment. In general, however, assessment will be based on the groups' management of the real event scenario as well as the event environments.
A few key characteristics to keep in mind when assessing the groups' management skills:
■Professional behaviour by all group members
■Customer service and customer care
■Timing of event components
■Handling of emergencies and unforeseen occurrences – emphasis on flexibility
■Delivery of events aims and objectives (background information for each event will be provided to assessors prior to event)
A few key characteristics to keep in mind when assessing the events environment:
■Atmosphere
■Decor and decorations
■Amount of effort made to facilitate a positive event environment
Team Minutes – To be handed in every week
MINUTES
Group:
Date:
Time:
Venue:
Attendees:
Report on progress on agreed action points (Unless this is the first meeting):
Identify action points (Responsibility & Deadline):
Any other business:
To be signed by all attendees
ASSESSMENT FEEDBACK PRO-FORMA: Group Live Event
Criteria
Event Environment (30%)
•Atmosphere of event is in keeping with the theme and aims and objectives of the event
•Decor/ decorations are suitable for the theme and aims and objectives of the event
•Effort is demonstrated by the group to create a suitable, relevant, professional, safe and comfortable event environment
•Group contributes to making successful event environment by their actions before and during the event
•Proper signage and branding of the event to illustrate why customer is there (e.g., charity information if event benefits a charity)
Group Management of the Event (70%)
•Delivery of event aims and objectives
•Customer service and customer care
•Satisfaction of stakeholder needs
•Timing of event components
•Handling of emergencies and flexibility with spontaneous occurrences
•Group dynamics and evidence of teamwork
•Professionalism
•Demonstrates event operations running from good, well calculated organisation
•Attention to detail
•Attention to health & safety issues
•Attention to cultural and ethical issues, if relevant
•Overall execution of real event scenario
Kaynak
Rebecca Finkel, Ph.D.
Lecturer, Events Management
Queen Margaret University, Edinburgh
