EVENTS CONCEPT
Stakeholder
From a broad idea that a stakeholder is a person who can affect or will be affected by the event.
The more specific idea that a stakeholder is a person of influence but not directly involved in the work. Clearly, this definition could also include an organisation such as a government.
Getz( 1997) states that stakeholders are those people and groups with a stake in the event and its outcomes, including all groups patrcipating in the event production, sponsors and grant-givers, community representatives and anyone impacted by the event
These stakeholder may include:
Event principal (key person in host organisation or client)
Organising committee
Sponsors, donors
Local community
Local authorities (e.g. Council, emergency services, environmental authority)
Service contractors ( e.g. Staging, cleaning, catering, security)
Suppliers
Performers, entertainers, participants
Spectators, audience
media
Numerous factors need to be considered in developing the event concept
Purpose of the event
Although the purpose is also strongly linked to both the theme and the venue
In some instances defining the purpose is difficult.
The Aim of this course is to assist u in ur training to become an event manager of highest caliber.
Many of us have observed events, most of us have even participated in events, but few have managed events.
As an event manager, u r there to do a far more than to just observe the event.
An event could be a large gathering of people, audiences, groups etc for a specific purpose or goal.
Events are often a “once in lifetime” experience for many.
Finally, one of the most important thing about an event is that it is always backed by some bodies DREAMS
These r designed to attract significant local interest & large number of participants, as well as generating significant revenue.
For ex: Chinese New year celebrations r celebrated at many cities just to make sure other places are brought to notice & can also make revenue.
Most cities have a large convention centers to hold a large gathering,trade shows, conferences.
A unique moment in time celebrated with ceremony and ritual to satisfy specific needs.
Philippine cuisine
The style of cooking and the food associated with it have evolved over many centuries from their Austronesian origins to a mixed cuisine of Malay-Indonesian, Indian, Japanese, Chinese, Spanish, and American, in line with the major waves of influence that had enriched the cultures of the archipelago, as well as others adapted to indigenous ingredients and the local palate.
History and influences
What is Austronesian?
refers to a population group present in Southeast Asia or Oceania who speak, or had ancestors who spoke, one of the Austronesian languages. Apart from the Polynesian people of Oceania, the Austronesian people include: Taiwanese Aborigines, the majority ethnic groups of East Timor, Indonesia and Malaysia.
During the pre-Hispanic era in the Philippines, the preferred Austronesian methods for food preparation were:
Methods for food preparation:
The ingredients for common dishes were obtained from locally raised livestock.
In 3200 BCE, Austronesians from the southern China (Yunnan-Guizhou Plateau) and Taiwan settled in the region that is now called the Philippines
They brought with them knowledge of rice cultivation and other farming practices which increased the number and variety of edible dish ingredients available for cooking
Direct trade and cultural exchange with Hokkien China in the Philippines in the Song dynasty (960–1279 AD) with porcelain, ceramics, and silk being traded for spices and trepang (sea cucumber) in Luzon.
This early cultural contact with China introduced a number of staple food into Philippine cuisine
China introduced a number of staple food into Philippine cuisine, most notably
as well as the method of:
Many of these food items and dishes retained their original Hokkien names
The Chinese food introduced during this period were food of the workers and traders, which became a staple of the noodle shops (panciterias) and can be seen in dishes like
Trade with the various neighboring kingdoms of Malacca and Srivijaya in Malaya and Java brought with it foods and cooking methods which are still commonly used in the Philippines today
Trade with the various neighboring kingdoms of Malacca and Srivijaya in Malaya and Java brought with it foods and cooking methods which are still commonly used in the Philippines today
Through the trade with the Malay-Indonesian kingdoms, cuisine from as far away as India and Arabia enriched the palettes of the local Austronesians (particularly in the areas of southern Luzon, Mindanao, Sulu, Palawan, the Visayas and Bicol, where trade was strongest).
These foods include various dishes eaten in areas of the southern part of the archipelago today,
These foods include various dishes eaten in areas of the southern part of the archipelago today, such as
Spanish colonizers and friars in the 16th century brought with them produce from the Americas
Legally Managing Employees
IN THIS CHAPTER, YOU WILL LEARN:
1. To differentiate between an employment agreement and an employee manual.
2. To establish a nondiscriminatory work environment.
3. To implement a procedure designed to eliminate sexual harassment and minimize the risk of penalties resulting from charges of unlawful harassment.
4. To legally manage the complex areas of employee leave, compensation, and performance.
5. To respond appropriately to unemployment claims.
6. To summarize and list the employment records that must be maintained to meet legal requirements.
EMPLOYMENT RELATIONSHIPS
All employers and employees have employment agreements with each other.
Employment agreement: The terms of the employment relationship between an employer and employee that specifies the rights and obligations of each party to the agreement.
Generally, employment agreements in the hospitality industry are established verbally, or with an offer letter.
Offer Letter
offer letters detail the offer made by the employer to the employee.
when properly composed, can help prevent legal difficulties caused by employee or employer misunderstandings.
Offer Letter
Some employers believe offer letters should be used only for managerial positions, but to avoid difficulties, all employees should have signed offer letters in their personnel files.
Components
Employee Manual
In most cases, the offer letter will not detail all of the policies and procedures to which the employer and employee agree.
The topics covered by an employee manual will vary from one organization to another.
Employee Manual
In either case, an important point to remember is that employee manuals are often referenced by the courts to help define the terms of the employment agreement if a dispute arises.
some common topic areas include:
General Policies
Compensation
Benefits
Special Areas
General Policies
Probationary periods
Performance reviews
Disciplinary process
Termination
Attendance
Drug and alcohol testing
Uniforms
Lockers
Personal telephone calls
Appearance and grooming
Compensation
Pay periods
Payroll deductions
Tip-reporting requirements
Timekeeping procedures
Overtime pay policies
Meal periods
Schedule posting
Call-in pay
Sick pay
Vacation pay
Benefits
Health insurance
Dental insurance
Disability insurance
Vacation accrual
Paid holidays
Jury duty
Funeral leave
Retirement programs
Duty meals
Leaves of absence
Transfers
Educational reimbursement plans
Special Areas
Policies against harassment
Grievance and complaint procedures
Family medical leave information
Dispute resolution
Safety rules
Security rules
Emergency preparedness
Employee manuals should be kept up to date, and it should be clearly established that it is the employer, not the employee, who retains the right to revise the employee manual.
Many companies issue employee manuals with a signature page, where employees
Food and Beverages Sustainability
Concept
According to the Worldwatch Institute(2009) the major problem in the global food production system is in the unsustainable inputs that are sued.
As a result, many forms of environmental degradation occur; falling water tables, deterioration of pasture, soil erosion.
The Western diet, with its high consumption of fish, meat and dairy products is endangering the environment; croplands are diminishing and the ocean’s fish stocks are in decline.
These grim warning signs are matched with some positive signs of awareness in society for health, environmental stewardship and animal welfare.
As a response to the problems being caused by conventional farming techniques the term sustainable food is now used to describe food production that does not take more natural resources than it gives back.
Sustainable food producers see nature as an ally rather than as an obstacle, they are able to produce wholesome food in symbiosis with nature and the surrounding community.
Uk government Sustainable Development Commission, Sustainable food is:
Safe, healthy and nutritious, for consumers in shops, restaurants, schools, hospitals, etc. And can meet the needs of the less well-off people.
Provides a viable livelihood for farmers, processors and retailers, whose employees enjoy a safe and hygienic working environment whether in the United Kingdom or overseas.
Respects biophysical and environmental limits in its production and processing, while reducing energy consumption and improving the wider environment; it also respects the highest standards of animal health and welfare, compatible with the production of affordable food for all sectors of society.
Supports rural economies and the diversity of rural culture, in particular through an emphasis on local products that keep food miles to a minimum.
The term sustainable food may not sound exciting as a description but catering businesses who develop processes to improve the sustainability of the food they offer stand a better chance of meeting the growing demands of individual consumers.
Once the domain of students and hippies the movement has moved into mainstream society and is represented by some very prominent industry players
example
Starbucks, has started selling four categories of what it calls “sustainable coffees”.
The nature of sustainable food often means that they are more expensive than other types of food.
Inevitably, there is a danger that restaurant operations seeking to provide clients with sustainable food choices may increase prices.
There is limited evidence that individual restaurant consumers are prepared to both purchase and pay a premium for sustainable food products.
Consumer attitudes toward sustainable food
Although consumer awareness of sustainability is growing, it is not yet making a huge difference to what customers choose to buy when they shop for food or sit down to eat in a restaurant.
While the fami
Housekeeping
The basic concept of housekeeping has started from keeping a domestic house clean and has gradually come to maintaining high standards of cleanliness and maintenance at commercial levels. Besides this , housekeeping should also contribute to the saving in costs of labour, cleaning material and equipment, furnishings and the like in every type of establishment.
Housekeeping
means maintaining a house on a daily or long term
basis or looking after its cleanliness, tidiness, upkeep and smooth running.
How do you make sure that everything in the house is inusable condition?
None of the objects are broken or chipped and fabrics are not torn.
All the fixtures like taps, geysers are not leaking, electric wiring is proper and there is no danger of fire due to short circuiting and so on.
Is a process of keeping a place clean, beautiful and well maintained so that it looks and feels pleasant and inviting to all, either, living, visiting or working there.
Importance of Housekeeping
A good Housekeeping would have ensured smooth functioning of all gadgets, no leaks, a comfortable environment in which you would have enjoyed a hassle free living.
Thus housekeeping means attending to small tasks in time.
Areas of Housekeeping
In commercial establishments, the housekeeping services are done by a team of specialized people according to different areas.
Toilets
Taps, sinks, water closet, geysers, water supply, electrical sockets and switches, supply of towels, toilet paper, toiletries( shampoo, soap, etc.)
Rooms and Corridors
Ceiling and wall paint, wall paper, fans, air-conditioners, electrical switches and sockets, wiring, windows, doors, glass panes, bed, bed-making, carpets, locks, keys, etc.
Linen
Linen ( table napkin, tablecloth), towels, bed sheets, bed covers, blankets, garments of guest, staff uniforms, etc.
Furniture and furnishings
Furniture, curtains, table lamps, tube lights, chandeliers, bulbs, sofas, dining tables and chairs, etc.
Gardens
Plants, pots, lawn (grass), flowers, trees, bushes, hedges, etc.
Public areas
Stair case, corridors, lobby, conference/seminar room, waiting halls, recreation room, parking area, clubs, swimming pool, offices, common toilets, etc.
Personnel involved in Housekeeping in Commercial Establishments
Housekeeper
She or he is responsible for upkeep and maintenance of the premises.
Housekeeping Department
Wherever there is separate housekeeping department a proper organisational structure is necessary with different kinds of people responsible for different tasks and some people to supervise them
Housekeeper
The housekeeper is the overall in-charge of the housekeeping department. He or she directly controls all the personnel as well as all aspects of housekeeping.
She/ he is responsible for the cleanliness, beautification and maintenance of the premises.
Assistant housekeeper
He or she is responsible for all the aspects similar to that of the housekeeper.
In c
Food sanitation
Food sanitation
It included all practices involved in protecting food from risk of contamination, harmful bacteria, poisons and foreign bodies, preventing any bacteria from multiplying to an extent which would result in an illness of consumers; and destroying any harmful bacteria in the food by thorough cooking or processing.
The primary tenet of food-service sanitation is absolute cleanliness
It begins with personal hygiene, the safe handling of foods during preparation, and clean utensils, equipment, appliances, storage facilities, kitchen and dining room.
Definition of terms
Food – Any substance whether simple, mixed or compounded that is used as food, drink, confectionery or condiments.
Safety – is overall quality of food fit for consumption.
Sanitation – is a health of being clean and conducive to health.
Cleanliness – is the absence of visible soil or dirt and is not necessarily sanitized.
Microbiology - the branch of biology that deals with microorganisms and their effect on other microorganisms.
Microorganisms - organism of microscopic or submicroscopic
Food Infection - microbial infection resulting from ingestion of contaminated foods.
Food Intoxication - type of illness caused by toxins. Under favorable condition certain bacteria produce chemical compounds called toxins
Food Spoilage - means the original nutritional value, texture, flavor of the food are damaged, the food become harmful to people and unsuitable to eat.
Foodborne Illness – A disease carried or transmitted to people by food.
Food Safety : A Top Priority
Food safety is the responsibility in every person who is involve in food service. Serving safe food is the top priority for every food service employee.
Dangers of food borne illness
Individual – Food borne illness are the greatest danger to food safety. It could result to illness or diseases to an individual that would affect their overall health, work and personal lives.
Loss of family income
Increased insurance
Medical expenses
Cost of special dietary needs
Loss of productivity, leisure and travel opportunities
Death or funeral expense
Establishment – Food borne illness outbreak can cost an establishment thousands of pesos, it can even be the reason an establishment is forced to closed.
Loss of customers and sales
Loss of prestige and reputation
Lawsuits
Increase insurance premiums
Lowered employee morale
Employee absenteeism
Increase employee turn over
Embarrassment
Types of Food Contaminants
Biological Contaminants
Physical Contaminants
Chemical Contaminant
Biological Contaminant – A microbial contaminant that may cause a food borne illness (bacteria, viruses, fungi, parasites, biological toxins)
Examples:
Sea food toxins
Mushroom toxins
Clostridium Botulinum
Salmonella bacteria
Preventing Bio
Historical Developments
Atrium Concept – a design which guestrooms overlook the lobby ffrom the first floor to the roof was tried to used in 1960’s by Hyatt Hotels
Limited service- hotel was built with guestroom accommodation and limited fast food service and meeting place which became prominent in the early 1980’s
Technological advances- technology has played a major role in developing the products and services offered to guests. Recent adoption of reservations system property management system and in-room guest check out.
Some important development in US Hotel Industry
1846 – central heating
1859- elevator
1881 – electric light
1907 – in room telephone
1910 – American hotel association began (now AHLA)
1927 – Radio in rooms
1940 – air conditioning
1950 electric elevator
1958 free television
1964 holiday Inn reservation system with centralized computer
1965 message light on telephone
1965 initial FO systems followed by room status
1970 electronic cash register or ECR
1970 POS and key-less locks
1970 free in-room movies (Sheraton)
1983 in-room personal computers
1990 world wide web reservation
GUEST SERVICE TRILOGY
CUSTOMERS- are the reason for being of a business. The aim is to satisfy the selected needs of the targeted customers and in the process generate the revenue and make it worthwhile for the owners and employees.
Owners – create and maintain the financial and material resources necessary for the creation of the products and services intended to satisfy the customer’s needs. Without them no business can be created and sustained
Employees – must provide the human resources and technical knowledge required to produce and deliver the intended products and services in a way that satisfies the need of the customers.
Hotel Personnel
General Manager – referred to as the GM and in-charge at the operation and responsible for the over-all performance of the hotel.
Hotel Personnel
Assistant General Manager – responsible in developing and executing plans developed by the corporate owners, general manager and other member of the management staff.
Hotel Personnel
Plant engineer – oversees a team of electricians, plumbers, ventilation, air conditioning contractors and general repair.
Hotel Personnel
Director of security – works with department directors to develop correct procedures that help ensure employees honesty and guest safety.
Hotel Personnel
Parking Garage manager- responsible for supervising the work of the garage attendants and maintaining security to guests and cars in the parking garage and also the maintenance of the garage.
Hotel Personnel
Front office manager – responsible for leading the front office staff in delivering hospitality.
Hotel Personnel
Food and beverage director – oversees the most labor intensive part of the operation which handles everything from purchasing, receiving and storing to preparing and se
EVENT INFRASTRUCTURE
Identify event infrastructure
The first stage of event operational planning involves establishing the event infrastructure requirements.
These requirements could be for an indoor venue, such as sports centre, community hall or an exhibition centre.
They could also be for an outdoor site.
Identify event infrastructure
The first step is to coordinate with relevant authorities at the commencement of the management cycle to ensure regulatory requirements are integrated into planning process.
Identify event infrastructure
The second step is to identify and analyse infrastructure and facility requirements based on detailed review of all aspects of the proposed event and venue.
These requirement includes:
Staging
Power supply
Water supply
Heating or air-conditioning
Public toilets
Erection of temporary structures (in addition to staging)
Scaffolding
Emergency services
Car and coach parking
Transport systems
Contractor access
Camping sites or other temporary accommodation
Signage
Technology requirements
Disabled access
Waste management
Security
Any environmental or heritage requirements
Once detailed list of the infrastructure requirements has been developed, it needs to be discussed with the approving authority or venue management.
At all stages it is necessary to incorporate safety, security and risk management issues into all planning documentation and processes as safety aspects are the most likely to lead to rejection of event plans.
Establish and organise event infrastructure
Following approval from the relevant authorities , site or venue manager, steps can be taken to establish and organise event infrastructure and contractors.
It requires accurate request for tenders or detailed briefing of contractors so that quotes can be obtained from suppliers of equipment and services.
Establish and organise event infrastructure
Licences may be required for:
Building work
Electrical work
Gas fitting
Handling hazardous materials
Forklift operations
Stage sets(e.g. Fire retardant certification)
Rigging
Pyrotechnics and special effects
security
Establish and organise event infrastructure
The logistics of event management planning involves:
getting things organised
getting things in the right place at the right time
pulling everything down.
Establish and organise event infrastructure
Running an outdoor event:
Each element of the proposed infrastructure must be discussed with key stakeholders and suppliers.
Careful coordination and monitoring is essential particularly during the bump-in phase when several contractors will be working simultaneously.
Bump-in (or set-up)
Setting up can be a time-consuming process and a run-through must be built into planning
It is absolutely essential as it is imperative that all facilities and equipment work.
For outdoor sites:-an all-terrain vehicle may be needed to avoid damage to grass.-Perimeter fencing is required - Computer network
RESEARCH AND EVALUATION APPROACHES
Objectives
Recognise the importance of integrating a research and evaluation component in event management.
Understand the different characteristics of impacts in doing an event impact evaluation
Objectives
Understand the stages of the event evaluation process
Describe common research methods and tools used for evaluating events.
Describe the evaluation of the different factors that are part of tourism event.
RESEARCH AND EVALUATION APPROACHES TECHNIQUES
Can be carried out on events, prior to, during and after the event.
Important to determine whether an event’s objectives have been reached, and give valuable input to make any necessary amendments to an ongoing event or future ones.
IMPORTANCE OF RESEARCH AND EVALAUTION
EVENTS MAY OR MAY NOT BE RESEARCHED- if they are, this may yield only partial bits of information.- the event organiser or client may lack a research culture or determine it is better to allocate resources elsewhere.- Not establishing a research agenda can leave outcome gaps and inability to reply specifically to criticism or queries from the client, media, community or other government entities.
IMPORTANCE OF RESEARCH AND EVALAUTION
EVENTS MAY OR MAY NOT BE RESEARCHED- Not establishing a research agenda can leave outcome gaps and inability to reply specifically to criticism or queries from the client, media, community or other government entities.
IMPORTANCE OF RESEARCH AND EVALAUTION
Event organiser may conduct research as part of the event brief or as a value-added component.
The research must have the purpose of producing results that are usable.
IMPORTANCE OF RESEARCH AND EVALAUTION
Research on the impacts and effects of the event must be tailored to the specific event. - event tourism evaluation should be focused on the impacts on the destination.- a performer at a series of concerts will judge sales of merchandise, albums or songs from CD purchase or downloads.
IMPORTANCE OF RESEARCH AND EVALAUTION
Evaluation of an event’s sustainability should focus on a holistic or “processual” evaluation at all stages of the event process, not just the outcome. (Clarke, 2004). - evaluation should take place not only when the event commences, but prior to that-during its initial and formative phrases.
IMPACT EVALUATION
Impacts differ depending on the event type, offering varying degrees of economic and social benefits.
In conducting event impact research, the following information should be considered:
Impacts of dynamic
Impacts can snowball
Impacts can be disproportionate
Impacts must be measurable
Impacts are political
Impacts can be benchmarked
Impacts can be long-term
Impacts of dynamic
Impacts of an event held this year may differ in degree the following year.
An event can take some time to plan and stage, and during this impacts could change.
Impacts can snowball
Viewed in isolation, several families leaving a location to escape
Brigade de cuisine
(English: kitchen brigade) is a system of hierarchy found in restaurants and hotels employing extensive staff, commonly referred to as "kitchen staff" in English speaking countries.
-The concept was developed by Georges Auguste Escoffier.
- Note: Despite the use of chef in English as the title for a cook, the word actually means "chief" or "head" in French. Similarly, cuisine means "kitchen," but also refers to food or cooking generally, or a type of food or cooking.
Chef de cuisine (kitchen chef; literally "chief of kitchen")
is responsible for overall management of kitchen; supervises staff, creates menus and new recipes with the assistance of the restaurant manager, makes purchases of raw food items, trains apprentices, and maintains a sanitary and hygienic environment for the preparation of food
Sous-chef de cuisine (deputy kitchen chef; literally "sub-chief")
-receives orders directly from the chef de cuisine for the management of the kitchen, and often serves as the representative when the chef de cuisine is not present. Smaller operations may not have a sous-chef, while larger operations may have more than one.
Saucier (saucemaker/sauté cook)
-prepares sauces and warm hors d'oeuvres, completes meat dishes, and in smaller restaurants, may work on fish dishes and prepare sautéed items. This is one of the most respected positions in the kitchen brigade, usually ranking just below the chef and sous-chef.
Chef de partie (senior chef; literally "chief of party"; party used here as a group, in the sense of a military detail)
is responsible for managing a given station in the kitchen, specializing in preparing particular dishes there. Those who work in a lesser station are commonly referred to as ademi-chef.
Cuisinier (cook)
-is an independent position, usually preparing specific dishes in a station; may also be referred to as a cuisinier de partie.
Commis (junior cook)
also works in a specific station, but reports directly to the chef de partie and takes care of the tools for the station.
Apprenti(e) (apprentice)
are often students gaining theoretical and practical training in school and work experience in the kitchen. They perform preparatory work and/or cleaning work.
Plongeur (dishwasher or kitchen porter)
cleans dishes and utensils, and may be entrusted with basic preparatory jobs
Marmiton (pot and pan washer, also known as kitchen porter)
in larger restaurants, takes care of all the pots and pans instead of the plongeur.
Rôtisseur (roast cook)
manages a team of cooks that roasts, broils, and deep fries dishes
Grillardin (grill cook)
in larger kitchens, prepares grilled foods instead of the rôtisseur.
Friturier (fry cook)
in larger kitchens, prepares fried foods instead of the rôtisseur
Poissonnier (fish cook)
prepares fish and seafood dishes
Entremetier (entrée preparer)
prepares soups and other dishes not involving meat or fish, including vegetable dishes and egg dishes.
Potager (sou
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2. Stakeholder
• From a broad idea that a stakeholder is a
person who can affect or will be affected
by the event.
• The more specific idea that a stakeholder
is a person of influence but not directly
involved in the work. Clearly, this
definition could also include an
organisation such as a government.
3. • Getz( 1997) states that
stakeholders are those people and
groups with a stake in the event
and its outcomes, including all
groups patrcipating in the event
production, sponsors and grant-givers,
community representatives
and anyone impacted by the event
4. The best example
• Wedding where everyone has an opinion about
how things should be done, including the
mother-in-law
5. These stakeholder may include:
• Event principal (key person in host
organisation or client)
• Organising committee
• Sponsors, donors
• Local community
• Local authorities (e.g. Council,
emergency services, environmental
authority)
6. These stakeholder may include:
• Service contractors ( e.g. Staging,
cleaning, catering, security)
• Suppliers
• Performers, entertainers,
participants
• Spectators, audience
• media
8. Purpose of the event
• Although the purpose is also strongly
linked to both the theme and the
venue
• In some instances defining the
purpose is difficult.
9. Purpose of event
• Example, discussion with 10 people
about the purpose of a wedding is likely
to lead to many different ideas such as
formalise of relationship, to make
commitment, to show off to relatives, to
have a big party and these ideas do not
even include a religious element.
• However, they will need to work out the
purpose- summaries the primary of the
weeding is to ensure its success.
10. Objectives of
the event
Planning for an event should also involve
defining specific, measurable objectives.
These might include targets for the following:
11. Objectives of the event
• Number of people attending
• Number of participants
• Contributors of sponsors
• Value of grants and donations
• Break-even or amount of profits
• Goals for charitable contributions
12. Objectives of the event
• Level of media exposure
• Number of repeat visitors
• Vale of merchandise sold
• Value of food and beverage sold
• Number of exhibitors, stall holders
13. Objectives of the event
• Establishing an objective helps
keep the organiser or the event
manager focused on what they
wish to achieve.
• Measuring the outcomes against
assists planning of future events.
14. Scope of the event
• Related to purpose and objective
• This encompasses the date, time
and duration of the event and its
size.
• The scope depends on the
available resources.
15. Scope of the event
• Resources that may be required
include human resources (e.g. The
number of volunteers), physical
resources ( e.g. Equipment or
infrastructure) and financial
resources (e.g. Sponsorship)
16. Scope of the event
• Timing is another factor here
• It is essential to ensure that the
event does not clash with other
similar events during a peak
season.
18. Theme
• Theme of the event should be linked to
the purpose.
• Should be compatible with
guest/audience needs and consistent in
all respects.
• Most event adopt a colour scheme that is
repeated on all items produced for the
event such as ticket, programs, uniforms,
decor, poster and merchandise.
19. theme
• This help attendees to identify with the
theme
• Potential themes are endless, limited
only by your imagination and
customer’s pocket.
• Some examples:
• Historical
• Artistic
• Musical
20. Venue
• The event manager needs to carefully consider the
planning implications of choosing an unusual venue
in preference to a standard venue requiring
decoration only to match the theme.
• Lighting, sound and catering also provide challenges
in unusual settings
• These are example of unusual venues:
• Parking lot
• Museum
• Amusement park
21. venues
• Many venues provide enormous
flexibility and can be transformed
to meet the requirements of the
theme.
• The range is extremely wide- from
hotel banquet rooms, conference
centres and theatres to sporting
venues
22. venues
When considering the choice of
venue, the organiser needs to look
at a number of factors:
• Potential to fulfil the purpose of
the theme
• Ambiance
• location
23. venues
• Access by public transport
• Parking
• Seating capacity
• Built features such as stages
• Cost of decoration, sound and
lighting
24. venues
• Cost of labour
• Logistic setting up
• Food and beverage facilities
• safety
25. Event audience
• When organising an event, the needs of
all participants must be considered
before finalising the concept.
• Every audience is different, and the event
manager needs to go with the flow and
direct the event to meet the audience
response.
• This can involve sudden changes in plan.
26. Financial considerations
• It is an important consideration at this early stage of
event concept and design.
• Initial financial estimates can get out of control very
easily, and the choice of event concept can certainly
contribute to this.
27. Timing of the event
• Often linked to the season or weather.
Example:
Mid-winter is certainly not the time to hold a flower
show.
• The timing of sporting events is of course limited by
the sporting season and their traditional
competitions.
• Broadcast to international audiences is another
consideration.
28. Timing of the event
• Television schedules for local and international
events are tightly managed and lived television
broadcast need to be carefully planned. Not every
sporting enthusiast is keen to stay up all night for a
delayed broadcast.
• Evaluation of an event concept must take into
account the following four times-related factors:
1.Season
2. Day of the week
3. Times of day
4. duration
29. Timing of the event
• Closely linked to this concept of timing (in the
sense of scheduling on the event calendar) is
the topic of lead time. This is the time
available for planning and implementation.
Last-minute request are very difficult to
manage. For an event manger a long lead
time is preferable, allowing adequate time to
develop the event specifications and
commence contract negotiation with suppliers
and other contractors.
30. Timing of the event
• The duration of the event is
another consideration, with
multiple-day events providing the
biggest challenges as the venue
has to be cleared, cleaned and
restocked between sessions.