Day in the life of a conference and events organiser/Activities/Interview and Presentation Skills
Objective
Unit Standard 18212 - V2, Level 3, Credit 8 - Element 2 - Identify and describe attractions, activities and events in New Zealand. PC 2.1-2.2 Attractions, activities and their features are identified and described in accordance with current travel industry resources. (Four out of range of ten)
Unit Standard 18226 - V2, Level 3, Credit 3 - Element 4 - Demonstrate effective methods of overcoming cultural and/or language barriers with a visitor to Aotearoa New Zealand. PC 4.1-4.3 Appropriate greetings are used, methods of non-verbal communication are explained and strategies are identified that avoid giving offence and are consistent with the cultural norms of the visitor.
Unit Standard 23764 – V1, Level 3, Credit 3 - Demonstrate verbal communication skills in a wide range of tourism contexts PC 1.1 – Verbal communication is demonstrated in accordance with all aspects of tourism workplace expectations and procedures. PC 1.2 – Barriers to communication are identified and overcome by the sender
Unit Standard 23766 – V1, Level 3, Credit 5 - Demonstrate knowledge of the tourism industry PC 2.4 – Attraction and/or activity operators are identified and described in terms of special interest tourism with two specific examples of attraction and/or activity operators for each category.
Unit Standard 24872 - V1, Level 3, Credit 3 - Element 1 - Produce workplace documents using a computer PC 1.1-1.5 Document is relevant, spelling (using spell check function and manually)and grammar checked and produced in accordance with workplace policies and procedures. Must be saved and printed.
Activity
Demonstrate communication skills and barriers to communication in a tourism context and demonstrate knowledge of attractions and special interest tourism
Task
Scenario One
You have been offered an interview for the position of Conference and Events Co-ordinator at The Mission Estate Winery.
The job description and person specification are as follows:
Job description:
• liaising with clients to ascertain their precise event requirements
• managing a budget
• ensuring insurance, legal, health and safety obligations are adhered to
• coordinating venue management, caterers, and equipment hire
• organising facilities for car parking, security, first aid and hospitality
• identifying and securing speakers or special guests
• planning room layouts and the entertainment programme
• preparing delegate packs and papers
• coordinating suppliers, handling client queries and troubleshooting on the day of the event to ensure that all runs smoothly
Person specification:
• excellent organisational skills and attention to detail
• time-management skills and the ability to work under pressure
• sales and/or marketing skills and an ability to manage budgets
• problem-solving skills and diplomacy
• strong communication and excellent negotiation skills
• good team work skills and a flexible and adaptable approach
You will role play the interview ensuring you demonstrate the use of appropriate language and good communication skills.US23764 - (PC1.1)
Please prepare for the job interview by completing the following table advising how you would overcome each of the following communication barriers you may encounter in an interview situation. Please hand this in when you are interviewed. US23764 - (PC1.2)
| Barrier | Strategy to overcome |
|---|---|
| Cultural difference - e.g. language | |
| Stereotyping - negative judgements based on way person looks, their job etc | |
| Non-verbal communication e.g. body language | |
| Physical e.g. poor hearing | |
| Personal e.g not asking for feedback, transfering emotions | |
| Age difference e.g. older or younger generation | |
| Educational difference e.g. more knowledge of a subject |
Scenario Two
In your new role as conference co-ordinator, prepare a promotional brochure for the representatives of the New Zealand Wine Society on the attractions/activities available in the local area (Napier). Your clients are particularly interested in the following types of tourism;
• cultural
• adventure
• gastronomic
Please include at least three examples of cultural attractions, three examples of adventure activities and one example of a gastronomic attraction and one gastronomic activity. You must provide examples of local companies together with a description of each activity or attraction. US18212 (PC2.1,2.2) US23766 (PC2.4) Please save your brochure in a folder on your computer for the conference, and print a hard copy. US24872 - (PC1.1-1.5)
You have been requested to talk to the group about the material in the brochure giving appropriate advice and suggestions. Please ensure you use suitable articulation, voice modulation and projection. As a large majority of your group are from Japan and France, ensure you use an appropriate greeting (e.g. Te Reo Maori, Japanese or French language)and your communication facilitates their understanding. You must avoid giving offence - strategies to avoid giving offence and how to overcome the following barriers to communication; tourism industry jargon, personal issues (indifference, frustration, anger)technical language and word choice must be identified. US23764 (PC1.1,1.2) US18226 (PC4.1,4.3)
As their knowledge of written English is superior to their verbal communication, they have requested you provide information on appropriate websites, printed material, television tourist information channels and interpretation services they can access for further information or assistance.Please download and print your information.US18226 (PC4.2)
