ROCKINGHAM KWINANA CHAMBER OF COMMERCE EVENT …...Naragebup Environment Centre Service Provider Notre Dame University R.T.O ORS Group - Employment Services Support Services Other

ROCKINGHAM KWINANA CHAMBER OF COMMERCE EVENT MANAGEMENT REPORT

31st October 2017

WEDNESDAY 25TH OF OCTOBER 2017 GARY HOLLAND COMMUNITY CENTRE

19 KENT STREET, ROCKINGHAM, WA

Page 2 of 18

1. INTRODUCTION ......................................................................................... 3

2. EVENT SUMMARY ...................................................................................... 4

3. PHASE ONE – PRE-EVENT ACTIVITIES........................................................ 5

4. PHASE TWO – EVENT DELIVERY ................................................................. 8

5. PHASE THREE - EVENT EVALUATION ....................................................... 10

6. CONCLUSION ......................................................................................... 11

7. APPENDIX ................................................................................................ 11APPENDIX A - BREAKDOWN OF COSTS................................................................................ 12 APPENDIX B - FEEDBACK FORMS .......................................................................................... 13 APPENDIX D - FACEBOOK EVENT INSIGHTS ......................................................................... 18

Page 3 of 18

1. Introduction The Rockingham Kwinana Chamber of Commerce (RKCC) was engaged by the South West Corridor Development Foundation Inc. on the 18th of July 2017 in the role as event coordinator for the Shape Your Future Youth Careers Expo programmed for Wednesday the 25th of October 2017, held at the Gary Holland Community Centre, 19 Kent Street, Rockingham, WA.

The Expectation of the event, with a particular reference to employment opportunities is that the following is to be achieved:

Attract local, regional and national employers, labour hire companies, Group Training organisations with current and prospective job vacancies to be promoted on the day. (minimum of 20 employers with vacancies to exhibit on the day)

Source and coordinate exhibitors in consultation with the South West Group (on behalf of SWCDeF Inc.) Jobactive, CCIWA, and other stakeholders.

Maximise the number of local employment and training opportunities for job seekers.

Coordinate vacancies and display a Jobs Board (minimum 100 vacancies from around Perth Metro and FIFO positions)

Provide registration process for interested parties to attend the Jobs Fair, including the coordination of exhibitors’ participation in the Jobs Fair.

The Event coordination was split into three phases

Phase One – Pre-event Coordination Activities

Phase Two – Event Day Management & Facilitation

Phase Three – Post Event Review and reporting

The feedback and measurements of the requirements outlined in the original tender proposal indicates this event was extremely successful.

This event was made possible through the funding contributions of the following organisations. Their support is acknowledged

• Federal Department of Employment, • Department of Local Governement, Sport and Cultural

Interests, • Chamber of Commerce and Industry WA, • City of Rockingham, • South West Corridor Development Foundation

Incorporated, • Rockingham Kwinana Chamber of Commerce.

Page 4 of 18

2. Event Summary Event Name: Shape Your Future Youth Careers Expo

Date(s): Tuesday 25th October

Timing(s): Staging of Event activities

10 am - Job Seekers

10:30am - Youth seeking Training

11:30am - School Leavers etc.

Location(s): Gary Holland Community Centre, 19 Kent Street, Rockingham

Concept: Half Day event with staged presentations, and break out areas for group and one on one discussion.

Stalls & Pop up youth engagement activities including:

Jobs Board

Hourly presentations on Main Stage

Attendee Show Bags

Career Tech Bar

Career Mentors

Café with Barista training trials

Capacity building activities, e.g. Interview skills workshop, resume tips, etc.

Sausage sizzle run by community organisation

Competition with passbook / training trail with major prize

Audience: 1. Youth aged 15 to 24, unemployed, school leavers

2. Small to medium business enterprises in the region, targeting Retail, Hospitality, Construction & Advanced Manufacturing, with upcoming vacancies or traineeships

3. 200 to 300 attendees minimum – noting approximately 2000 registered unemployed in region, plus school leavers and University students


31st October 2017

3. Phase One – Pre-Event Activities The RKCC worked from the 18th of July until the 24th of October (3 months) as the primary event coordinator and in consultation with the event committee on a fortnightly basis, with the following objective outcomes:

3.1 Program Development

The following items were identified by the committee as desirable program requirements.

o Official Opening

o Invitations sent to all Federal, State and Local government officials.

o Engagement of City of Kwinana & Rockingham Mayors, official speech writers and administration.

o Engagement with Member for Baldivis Mr. Reece Whitby MLA, official speech writer and office administration.

o Engagement of City of Rockingham’s preferred Indigenous Elder to present the Welcome to Country.

o Engagement with Indigenous dancers for opening ceremony.

o Hands on Training

o Barista Training – provided by Empyrean Training

o Construction Training – provided by ABBTF

o Career Tech Bar – provided by CCIWA

o Careers Mobile Bus with Career Profiling – provided by Bridging the Gap

o Try A Skill – hairdressing – provided by SMYL

o Driving Simulator – provided by PCYC WA

o Presentations & Activities

o Resume Reviews – provided by Vicinity Group and Dressed For Success, and registered employers

o Workshops developed and presented on the main stage;

Effective Resume Writing – Veronica Smith Epicc Training.

Page 6 of 18

How to – “TAFE” – South Metropolitan Tafe.

Interview Skills – South Metropolitan Tafe.

Persistence and Perseverance – Marissa Dallamora – Yeah Yeah Personal Coach.

Dress for Success – Dress for Success..

More than Music – Castle Rock Training.

o Free Sausage Sizzle, Fruit & a Drink to all attendees, coordinated by the City of Rockingham and RKCC.

o Prizes and Competitions – provided by SWCDeF Inc – an IPAD Air valued at $600. Participants required to complete an Expo Passport.

o Survey of Youth to ascertain other areas that can assist in their employment prospects. The Youth Booth was created and all Passports were entered into the competition, and where possible the youth were engaged in completing a survey.

3.2 Registration Process

Management of Attendee Registrations, an online registration form was developed utilizing the RKCC Website software to meet the Job Active reporting requirements provided.

o Contact Full Name

o JSID

o Contact Email

o Contact Phone

o Job Active Provider & Site

o Industry Interests

o Consent for Photography

3.3 Engagement with Jobactive Providers

3.4 Engagement with Employers & Industry specialists

3.5 Management of Exhibitor registrations & requirements

3.6 Engagement with R.T.O providers

3.7 Management of Exhibitor registrations & requirements


31st October 2017

3.8 Engagement with appropriate vendors

o Ritz Party Hire – Hire of Trestle Tables for Exhibitors, this requirement is due to only stock of 12 held at Venue – Costing approved by City of Rockingham.

o 365 Events – Hire of Pin Boards for Jobs Board, Linen for Trestle Tables & area for the Youth Booth, to survey attendees and request feedback

o Mrs Theresa Walley – Welcome to Country o Kongal Marawar Ngoons Dancers o Telf Promotional Products o Mobile Office Supplies o PhotoCoffee – Official Photographer

3.9 Establishment of requirements, costings, financial management, and or approvals from committee

3.10 Venue Inspection and Event Layout

3.11 Sub-committee meeting with the City of Rockingham to ensure that venue is utilized to ensure the event is positively regarded and a future use encouraged for similar conferences and events

3.12 Management of additional requirements not included in the venue hire, such as trestle tables, linen etc.

3.13 Coordination with Venue management.

3.14 Media Coverage

o Social Media – Event created via the RKCC Facebook page, with organic reach of over 20,000 in the region

o Printed Media – Articles and promotion for the event via local newspapers

Sound Telegraph,

Weekend Courier,

Kwinana Courier.

o Radio Media, local broadcaster 97.3FM & 6mmm interviewed Mick McCarthy and broadcast on the 21st of October, and shown on ‘What’s On” calendar online.

o Advertising & Marketing – A3 flyers displayed from the 1st of September to the 25th of October on the Tourism Rockingham Noticeboard, A4 Flyers available for local foot traffic (printed 200) from info table of venue.

o Other coverage – City of Kwinana & Rockingham “What’s On Calendars” – electronic reach of over 100,000 local representatives.


31st October 2017

4. Phase Two – Event Delivery The RKCC successfully delivered the Shape Your Future Youth Careers Expo on Wednesday the 25th of October 2017 between the hours of 6am to 4pm, at the Gary Holland Community Centre, Rockingham. Key Measurements Employers Exhibiting 20 Vacancies on Jobs Board 70 Job Seeker Registrations 432 Students / General Public 150 – 200 Volunteers / Event Staff 15 Exhibitor Feedback Forms 17 Attendee Feedback Forms 17 Completed Expo Passports 275

List of Exhibitors STAKEHOLDERS Category Advanced Mine Performance Training Services R.T.O AFL Sports Ready (City of Rockingham) R.T.O Agrifi Equipment Employer Alcoa Kwinana Employer ANZ Rockingham Employer At Work Australia Support Services Austal Ship Building Employer Australian Brick & Blocklaying Training R.T.O Australian Institute of Personal Trainers R.T.O Baytech Industrial Employer Bridging the Gap Support Services Bridging the Gap Mobile Careers Bus Support Services Business Foundations R.T.O Castlerock Institute of Music R.T.O CCIWA Service Provider City of Kwinana Service Provider City of Rockingham Service Provider Civmec Employer Communicare Support Services Costa Group Employer

Page 9 of 18

STAKEHOLDERS Category Defence Force Recruiting Employer Dress for Success Service Provider Duratec Australia Employer Edge Employment Solutions Support Services Empyrean Education Institute R.T.O Epicc Training Co R.T.O First Aid Trained R.T.O Foundation Education R.T.O Future Footprints Australia Pty Ltd Service Provider Job Active Support Services Kennards Hire Employer Kirana Education R.T.O Kwinana Industries Council Employer Leeuwin Ocean Adventure Foundation R.T.O McDonalds Employer Mission Providence Support Services Murdoch University R.T.O Motor Trades Association R.T.O Naragebup Environment Centre Service Provider Notre Dame University R.T.O ORS Group - Employment Services Support Services Other - Lions Club of Rockingham - City of Rockingham Support Services PCYC - Driving Simulator Service Provider Rockingham Mitsubishi & Kia Employer Salvation Army Support Services Sherriffs Office Support Services Small Business Development Corporation Service Provider SMYL Service Provider South Metropolitan TAFE R.T.O Strategix College R.T.O The K.I Group Employer Vicinity Group Employer WA Police Recruiting Employer


31st October 2017

5. Phase Three - Event Evaluation The feedback received from exhibitors, attendees & formal surveys is overwhelmingly positive and with thanks to the support of the committee the RKCC is pleased to have delivered such a positive and effective event for the youth of the region.

The key highlights of the event were:

o The high level of attendance of job seekers, students, parents of job seekers and general public interested in the re-training or a career change.

o The level of support received from key industry employers. o Volunteer assistance from the City of Rockingham and RKCC. o Support from all levels of government, and support services o Delivery of interactive and relevant workshops. o Feedback received from exhibitors and attendees is that there is

a definite requirement of this level of community support and that there is a possible scope for this to be a bi-annual event.

o All exhibitors have requested to be included in any further future expo events, which is a main indicator that they had a successful event.

Recommendations that should be noted for this particular event if it is repeated.

Recommendation 1 - Timing of the event August / September to better target school leavers and peak recruitment period for hospitality and retail employers.,

Recommendation 2 – Opening Ceremony Hold prior to doors opening with exhibitors and volunteers due to noise management and disruption.

Recommendation 3 – Duration of Event Reduce to three hours (say 10:00am to 1:00pm, with official opening from 9.30am to 10:00am)

Recommendation 4 – Earlier notification of Schools Minimum 8 weeks prior notice to assist with school excursion planning and authorisations.

Recommendation 5 – Presentations Separate stage from main exhibition area due to noise and disruption. Options could include hosting presentations in adjacent area or outside space.

Page 11 of 18

6. ConclusionThe RKCC has taken great pleasure in event managing your project as requested. We trust that the event met, and or, exceeded your expectations.

7. Appendix

A Budget & Financial Report

B Feedback Form Responses

C Facebook Social Media Insight


31st October 2017

APPENDIX A - BREAKDOWN OF COSTS

DESCRIPTION OF WORK COST Event Management $16,000

Equipment Hire – Not Available Through City Of Rockingham

$1,000

Welcome to Country – Mrs Theresa Walley $500.00

Traditional Indigenous Dancers $500.00

PCYC WA – Driving Simulator $550.00

Committee Meetings – Room Hire & Lunch $180.00

SYFYCE Show bags – Quantity 500 @ $1.50ea $750.00

Professional Photographer $225.00

SUB-TOTAL $19,705.00 LESS RKCC SPONSORSHIP $1,000

TOTAL $18,705.00


31st October 2017

APPENDIX B - FEEDBACK FORM RESPONSES Attendee forms

1. Overall, how would you rate this event?Poor Good Excellent

total 1 2 3 4 5 responses 1 2 10 4

2. How would you rate the jobs Board?Poor Good Excellent

total 1 2 3 4 5 responses 1 3 4 9

3. How did you find out about the Expo? Stirling Skills Communicare APM Facebook ESG School Text Message Newspaper Forrest Personnel

4. What types of work, career or industry are you interested in learning moreabout?

Admin / Office Banking Finance Community Services

Constructions Education / Training

Engineering

Government / Defence Healthcare / Medical

I.T Communication Tech

Mining / Resources Retail Trades & Services Hospitality Other: Animation

5. In your own words, what are some things that you would like to see at a futurecareers expo?

“Each Stand was very engaging, with great materials” “More interactive exhibits” “Interactive stuff like bricklaying” “More places to talk about jobs that are available now” “More trades to cover a wider area” “More opportunities” “Expo was great, no suggestions” “Interactive Activities” “How to help people (Mothers after Childrearing) who are not

on new start find / help find employment” “More healthcare & Medical” “Defence Force Booth (Army)” More jobs available for people with disabilities”

Page 14 of 18

6. What kind of assistance do you think would improve your employmentoptions?

“What to do for a job” “Bigger Expo, More room” “More meetings with my job provider” “One on One Resume review” “Having someone who works in my chosen path” (ticked

trades) “Confidence Building” “Modern Job Search Skills “

7. Do you have any ideas on how we can engage with more Youth and how tohelp them gain employment?

“Advertisement” “More Free Stuff” “More Expos” “Run a mentor program with businesses that give ‘real’ work

experience & one on one with monitor” “Games Nights” “Events like this” “Going to Schools and fun activities” “Interactive activities”


31st October 2017

Exhibitor forms

1. What type of organisation are you?Community Group 5 Not-for-profit Club

2 Aust. Government 2 State Government 1 Local Government Other: Public Company

Property Management (Retail) Bank Education Provider / R.T.O Private Company

2. How did you hear about the Expo?9 Email Invite 7 Personal invite 1 Word of Mouth

Newspaper 1 Social Media 1 Website Other:

3. How did attending the Shape Your Future Youth Careers Expo benefit yourorganisation?

“It was great having a presence at the event and advertisingemployment opportunities with the local community”

“To show that we are engaged with the community & to educatewhere to find available positions”

“We received 68 Expressions of Interest from people requiring ourservices”

“Greater exposure with youth, hands on benefit, e.g. resumes withboth men & women, plus developing new collaborating opportunities”

“Giving youth of the area relevant info about being Job ready” “More exposure of what we do” “Discovered who we are and what we offer” “Potential registrations with youths and organisations” “Contact with potential applicants” “Job seekers, Networking in community and traineeships potential” “This is a great concept, only going to get bigger” “Volunteer recruitment & exposure to a young group” “Exposure” “Great for employment opportunities for our clients” “Spoke to people in area about starting a business as a possible

career path”

4. How did you provide information to participants?15 Flyers/ Info Material 17 Face to Face Info 3 Information bags 5 Booked

appointments / will be making follow up calls

2 Speaking at information session

6 Hands on display

Other: Register for draw of Samsung Tablet Employment Registraton Packs, Business Cards & Pens


31st October 2017

5. Who did you mostly provide information to?15 Students 18 Unemployed Youth 11 Parents 5 Family members 1 Teachers 11 Other organisations 2 Other:

6. Did the event provide opportunities for collaboration?15 YES 2 MAYBE NO

7. Did it engage people from different backgrounds?17 YES MAYBE NO

8. Did it appeal to new audiences?14 YES 4 MAYBE NO

9. Please estimate the number of people that visited your stall?0 – 100 101 – 199 200 – 299 300 – 399 400 +

6 8 1 2 1

10. How would you rate the Shape Your Future Youth Careers Expo?EXCELLENT GOOD AVERAGE OK POOR

9 7

11. How would you rate the support provided by staff and volunteers at this event?EXCELLENT GOOD AVERAGE OK POOR

14 4

12. Do you have any suggestions for improving future Youth Careers Expos? “It was difficult to hear the information sessions (people presenting) as

it was in the same space as all the stalls. Possibility of having thesesessions in a different space?”

“Promote event to all local high schools in Term 3 before Year 12leave”

“Have the workshops in a quiet place, (or don’t use the microphone)as it was very noisy with loud background noise”

“The information session should be held in a room upstairs – very noisy –could not hear what people visiting out stall where talking about. Verydistracting”

“Talks / Workshops in separate area, too noisy, not pitched at rightaudience (youth), not well supported due to location

“No, very impressed with the amount of people involved” “Maybe presentations in a different room. Hard to hear when in stalls” “Everyone bent over backwards to assist from the start to the end” “Thank you for the invitation to attend” “If you could separate the presentations due to noise & space” “To have more employers” “Hands on Exhibits” “Have a seminar room for information sessions. Welcome to country &

welcomes before opens to public”


31st October 2017

13. Do you have any other comments?

“Overall it was a great event! It was well organized and the turn out was much more than we expected. Great event to advertise employment opportunities with the local community”

“Excellent event – so important for local job seekers (not just youth) to know what is available but more importantly how to apply, look the part, & have a better chance of finding work local. Look forward to the next one”

“Excellent expo & so well organized, Well done to everyone involved” “Would like to attend again please. Please put us on the list of

exhibitors for next time” “Break out rooms were a great idea and well used by us” “Thank you for the opportunity” “The presentations running were definitely distracting, but still a great

expo itself” “To have the presentations in a different area. Found it challenging to

engage with people during presentations (PA very loud). Opening ceremony could perhaps be in an area people could enjoy the effort that went into it”

“Perhaps holding the welcome to country immediately on doors opening as many people were not paying attention, and whistling for attention was not very professional. Run workshops in a separate space”

“Brilliant” “Great Day, Thank you for the invite” “Thank you. Great opportunity for us and good resource of info for

community” “Great Event” “Great job, well done”


31st October 2017

APPENDIX D - FACEBOOK EVENT INSIGHTS

Documents

ROCKINGHAM KWINANA CHAMBER OF COMMERCE EVENT …...Naragebup Environment Centre Service Provider Notre Dame University R.T.O ORS Group - Employment Services Support Services Other