Course Title: Plan and manage conferences

Part B: Course Detail

Teaching Period: Term2 2017

Course Code: BUSM7933C

Course Title: Plan and manage conferences

School: 650T Vocational Business Education

Campus: City Campus

Program: C5375 - Diploma of Business Administration

Course Contact: Sylvia Baroutis

Course Contact Phone: +61 3 9925 5469

Course Contact Email: sylvia.baroutis@rmit.edu.au


Name and Contact Details of All Other Relevant Staff

Hazel Sims
Phone:  9925-1316

Email:  hazel.sims@rmit.edu.au

Nominal Hours: 30

Regardless of the mode of delivery, represent a guide to the relative teaching time and student effort required to successfully achieve a particular competency/module. This may include not only scheduled classes or workplace visits but also the amount of effort required to undertake, evaluate and complete all assessment requirements, including any non-classroom activities.

Pre-requisites and Co-requisites

None

Course Description

This unit describes the skills and knowledge required to plan, promote and coordinate conferences, ensuring follow-up procedures are incorporated.


It applies to individuals employed in a range of work environments who are required to plan and manage conferences. They may work as senior administrative staff, or may be other individuals who have been delegated responsibility for planning and managing a conference.


National Codes, Titles, Elements and Performance Criteria

National Element Code & Title:

BSBADM503 Plan and manage conferences

Element:

1 Plan conference

Performance Criteria:

1.1 Confirm purpose, required outcomes and style of conference with conference convenor/s 1.2 Confirm conference facilities requirements, budget, and preparation timeline with conference convenor/s 1.3 Identify speakers/presenters and/or prepare a call for papers in accordance with conference purpose and style 1.4 Draft conference program in line with stated purpose, and balance choice of program elements to allow outcomes to be achieved 1.5 Select, invite and brief speakers in accordance with conference program 1.6 Identify participant target group and project numbers in consultation with conference organisers 1.7 Plan conference administration requirements and tasks, processes and resources to ensure efficient management of conference data and resources

Element:

2 Promote conference

Performance Criteria:

2.1 Establish a promotion strategy that reaches required number of target participants 2.2 Prepare publicity material in accordance with promotion strategy and budget allocation/s, and despatch within designated timelines.

Element:

3 Organise conference

Performance Criteria:

3.1 Make conference arrangements in accordance with booking lead times and budget allocation/s 3.2 Record acceptances, receipt fees and confirm participants within designated timelines 3.3 Identify and cater for participants' specific needs 3.4 Confirm program details and prepare conference papers in accordance with speakers' requirements and conference timeline 3.5 Despatch pre conference information to participants within designated timelines.

Element:

4 Coordinate conference proceedings

Performance Criteria:

4.1 Check conference facilities to confirm they meet agreed requirements 4.2 Register participants in accordance with planned registration procedures 4.3 Communicate to participants any late changes to published program 4.4 Make contingency arrangements to ensure smooth running of conference 4.5 Ensure speakers' schedules are managed and their conference requirements met throughout conference 4.6 Manage administration requirements during conference in accordance with conference plan/schedule.

Element:

5 Follow up conference proceedings

Performance Criteria:

5.1 Record, report and/or follow up conference outcomes in accordance with organisational requirements 5.2 Prepare conference papers for publication and distribution within designated timelines 5.3 Post-conference correspondence is prepared and despatched within designated timelines 5.4 Finalise receipts and payments, and acquit conference funds in accordance with organisational procedures and audit requirements.


Learning Outcomes



Details of Learning Activities

You will host a conference with a theme and with a link to a social action project.  The project, which is the event, is to raise awareness and fundraise for a charity chosen by the class, for example see http://www.vsk.org.au/  Very Special Kids depends on the community and our fundraising activities for more than $3.3 million of their annual income.   Working with the stakeholder, you will create conference with a fundraiser as a demonstration of your action learning. The conference committee is organized through its subcommittees.  You are expected to be pro-active in your attendance, communication and apply your learning throughout the semester.

A variety of learning activities will include a self-directed learning approach.  As a student, learning will be self-directed and within the committee.  In the case of absence from classes/learning activities you  should contact your teacher and the committee members that you belong to and inform them.   Participation is essential to the success of this live event.  Other learning activities include workplace research, library assignments and  field work.

The nominal hours associated with this are a guide only and represent the total teaching time and student effort required to successfully complete the course.  This may include not only scheduled classes but also the amount of effort required to undertake, evaluate and complete all assessment requirements, including any non-classroom activities.


Teaching Schedule

WeekWeek CommencingContentAssessments
  

Orientation Session

Prior to training commencement a program level orientation  session will be conducted that comprises the following:

  • Program overview and requirements
  • Overview of assessment requirements
  • Recognition of Prior Learning and Credit Transfers
  • Competency/Grading Criteria
  • Plagiarism
  • Appeals
  • Extensions
  • Feedback
  • Privacy
  • Submission requirements
  • Re-submission policy
  • Where to get support
  • Student responsibilities
 

1

 

Monday 3 July

Introduction to the course including:

  • Course requirements
  • Course support documents
  • Course Blackboard access
  • Accuracy of enrolment
  • Assessment requirements/cover sheets
  • Reminder re Plagiarism
  • Reminder re Appeals
  • Extensions/Resubmissions
  • Feedback in this course
  • Reminder re submission requirements
  • Getting help

Resources:

http://www.uts.edu.au/research-and-teaching/our-research/australian-centre-event-management/acem-resources-and-research-0 

Textbook: Conference Toolbox PDF

Assessment:

Task 1 Subcommittee Report. This document is a folder and hard copy. It is a collection of all subcommittee work (evidence) and covers all elements of competency. It comprises individual work and subcommittee documents.

Task 2: Memo and peer evaluation. This is an individual memo that describes the student’s experience across all performance elements.

 

 

2
 
Monday 10 July

TOPICS: Plan conference,  The first steps- PowerPoint
 

Choose the stakeholder.

Form into conference sub-committees

Conference theme and communication strategy for target audience

Set goals, objectives and define tasks

Schedule subcommittees and planning meetings

 Introducing the Stakeholders.
3
 
Monday 17 July

TOPICS: Plan conference, Organisation and Timing - PowerPoint

EXCURSION to Melbourne Convention and Exhibition Centre: www.mcec.com.ausee details given in class. (TO BE CONFIRMED)

 

Determine conference objective, purpose, theme and context. 

What is a social action project/triple bottom line?

Team goals, individual roles.

 

Textbook: Conference Toolbox PDF

 
4Monday 24 July

TOPICS: Plan conference,  Venue requirements - PowerPoint

Planning:

Event promotion, prepare mail outs, planning tools established (MS Project for Gantt charts)

Scope of the event; vision and mission statement

Textbook: Conference Toolbox PDF

Textbook: Cole Chapter 19 Using systematic analytical tools and techniques

 
5Monday 31 July

Topics: Plan and promote conference.

Keeping records

Staffing and volunteer management.

Select venue

Prepare invitations. Create budget.

Textbook: Conference Toolbox PDF

The WBS: Work Breakdown Structure

 

 
6
 
Monday 7 August

 

TOPICS: Plan and promote conference, managing for sustainability (read chapter 24 Managing for Sustainability, author Kris Cole), planning, organising, coordinating.

Distribute  marketing collateral and prepare response plan.

Filing documents: checklists and file notes, contact sheets, budget spreadsheet, run sheet

Sustainable Events Policy

 

 
7
 
Monday 14 August

Topics: Plan, promote and organise conference: risk management and contingency

Spectator management

Importance of RSVP’s and registration processes. Case study: Eventbrite

Textbook: Conference Toolbox PDF

 

 8

 

Monday 21 August

 

Topics: Plan, promote, organise and coordinate conference

 

 
8Monday 28 August

28 August - 3 September

Mid-semester Break.

 
9Monday 4 September

Topics: Planning for conference evaluation, conference proceedings.  Finalise budget and audience requirements, have a conference rehearsal with WHS risk assessment.

Textbook: Conference Toolbox PDF

 

 

10  
 

Monday 11 September

Topics: Plan, promote, organise and coordinate conference

 
Planning Day

 

 
11
 
Monday 18 September

Coordinate conference proceedings 

Confirmations using checklists

Contingency planning

 

 

 
12
 
Monday 25 September

Evaluation data: qualitative and quantitative

Evaluation workshop - how to evaluate an event.

Liaise in subcommittee to give your documents for the subcommittee report. Collate related documents for the Document Controller/Conference Manager

 
13
 
Monday 2 October

 

Topics: Compile evaluation data as a whole committee, summarise and debrief conference proceedings, compare planning documents with actual event. Summarise contingency planning.

Liaise in subcommittee to give your documents for the subcommittee report. Collate related documents for the Document Controller/Conference Manager
 

          

 

14
 
Monday 9 October

 

 

Prepare, collate and index assessment documents.

 TASK 2 Memo and peer evaluation due 5pm Friday 13 October.
15
 
Monday 16 October


Prepare, collate and index assessment documents.


 TASK 1 Sub-committee report due 5pm Friday 20 October.

 

16
 
Monday 23 October

Ensure post conference activities are followed up and funds are acquitted. 

Feedback and review.


 

17
 
Monday 30 October

 

Interviews/Resubmissions if required.

 


Learning Resources

Prescribed Texts

Refer to Blackboard for the Toolbox

Management Theory and Practice, 6th Edition, Kris Cole, Pearson.

9781442503120


References


Other Resources


Overview of Assessment

In order to achieve competency in this unit, you must provide:

Performance Evidence
Evidence of the ability to:
 prepare and investigate conference requirements
 promote the conference using public relations strategies according to predetermined budgets and deadlines
 coordinate conference proceedings including addressing any problems as they arise
 fulfil all post-conference requirements according to organisational requirements.
Note: If a specific volume or frequency is not stated, then evidence must be provided at least once.


Knowledge Evidence
To complete the unit requirements safely and effectively, the individual must:
 summarise relevant organisational policies and procedures for planning and managing conferences
 outline tools that could be used in managing conferences
 explain budgeting strategies used for projects
 identify techniques for conference planning including setting milestones.

Assessment Conditions
Assessment must be conducted in a safe environment where evidence gathered demonstrates consistent performance of typical activities experienced in the general administration field of work and include access to:
 office equipment
 reference material related to conference venues, transport, accommodation and catering
 necessary conference documentation
 relevant contact persons, including speakers, clients and management.
Assessors must satisfy NVR/AQTF assessor requirements.

Feedback
Feedback will be provided throughout the semester in class and/or online discussions.  You are encouraged to ask and answer questions during class time and online sessions so that you can obtain feedback on your understanding of the concepts and issues being discussed. Finally, you can email or arrange an appointment with your teacher to gain more feedback on your progress.

You should take note of all feedback received and use this information to improve your learning outcomes and final performance in the course.


Assessment Tasks

There are two tasks you must successfully complete to be deemed competent in this course. 

Brief:
You will run a real conference. In summary:

1. You will fundraise as a team/subcommittee.Your subcommittees each set a business goal to fundraise a desired target, contributing to the whole committee effort. This will be your "citizenship" and "social action project" that connects your business actions to a social cause. Work with the fundraising agreement document "Community Fundraising Proposal and Guidelines" from the charity website and apply it to your conference.

2. You will host a business related conference that has relevance and significance for your audience.  You will respond to the brief from the Stakeholder.

3.  Find ways to promote your conference to relevant audiences.

4. Sustainable practices must be performed wherever possible. Only print when necessary. Recycle, reuse, reduce where possible.

5.  In a nutshell, you will be responsible for planning, promoting, organising, coordinating and following up the conference.

You will form into subcommittees to manage the affairs of the conference.  All subcommittees have a fundraising goal to achieve:
1. Venue and OH&S
2. Speakers and protocol
3. Promotions/Publicity/Sponsorship
4. Budget/Fundraising
5. Catering/Special needs

The following three people will be elected at a full committee meeting to take the following roles. They are executive, leadership roles. 

Document Controller
This person is responsible for the Sub-committee report/portfolio of documents.  It is a coordinator role.   This person will have good self management skills and be able to prioritize tasks.  They will have qualities of efficiency, a can-do attitude and be organised with excellent interpersonal, leadership, liaison skills (particularly between each sub-committee) and document production skills. This person will have an eye for detail and will ensure that weekly documents created by the committees, such as minutes, checklists and meeting documents are stored securely with back-up for hard and soft copies.

The specific responsibilities of each sub-committee will be discussed in class. The scheduled group meetings will act as a communication channel between the coordinating activities of the subcommittees. This is an integral part of achieving a successful outcome for the conference. It may be necessary to include the roles of an Executive Assistant and Auditor.  

Conference Manager

This person has a leadership and liaison role. They will work for the full committee steering planning, promotion, contingency and ensuring the conference proceedings run smoothly. This person uses their skills in the evaluation of the conference and collating post-evaluation data to report to the full committee.

Conference Fundraising Manager

This person will belong to the Budget committee. They will keep all records for the fundraising purpose. They will account for, bank and acquit the funds.

Masters of Ceremony
Two students will be elected at a full general meeting to take on the role of Master of Ceremony.
 

Sub-committee Meetings
Each week within class time, sub committee meetings will run to keep the conference proceedings moving. Nominations for Chair and Minute Taker will be scheduled for the semester. It is the Chair and Minute Taker’s joint responsibility to prepare the minutes of each meeting and the meeting documents. In order to make decisions about actions tabled at the weekly class meetings, sub-committee meetings will be held. A copy of the sub-committee reports and relevant documents such as checklists and to-do-lists are to be attached to the minutes of the weekly class meetings and submitted to the teacher.

Each sub-committee will invite a number of visitors to the Conference and the promotions subcommittee send the invitations. 

Each sub-committee will have a specific role to play in the Conference proceedings and will need to liaise closely with other sub-committees to ensure that efficient coordination and organisation of the conference takes place.

Note that in all group work it is expected that student participation is equal and evident.

TASK 1 Subcommittee Report – Due Week 15 
Use the Assessment Record and Cover Sheet. for your instructions. This report is streamlined and professional in appearance. It is a quality business folio with production to the highest standards. It will be consistent in font, design, use of templates, feature colour and style. All portfolio documents must be word processed and presented in a formal and professional manner with appropriate sections. Refer to RMIT Business Report/Writing Style guides on myRMIT. The evidence to be produced for the conference activity is a portfolio of documents is created weekly in class and stored securely by the sub-committee in hard and soft copies. This portfolio must identify all aspects of the conference preparation and organisation for each subcommittee and cover all allocated topics.

Each subcommittee is responsible to collate their own portfolio of documents including: Job Description, Gantt Charts produced in MS Project, To Do Lists, Check Lists and all other relevant documents related to their subcommittee. For templates refer to the admin section of the Toolbox located on myRMIT.

The Conference Manager/Document Controller is responsible for collating documents relating to the overall conference: Job Description, Gantt Chart, To Do List etc and collecting completed portfolio of documents from each subcommittee.

A full copy of the portfolio is to be presented bound and must include typed file dividers with:
• Title page
• Table of contents
• All agendas and minutes of subcommittee meetings
• All weekly reports from subcommittees
• All documents created during semester including subcommittee Gantt charts, work breakdown structure, receipts, confirmations, sponsorship agreements, costing and estimating worksheets 
• All correspondence from stakeholders and other letters of enquiry and confirmation according to sub-committee area and other supporting evidence eg. invitations, flyers, registration forms, nametags, emails, quotes, enquiry and confirmation letters, record of telephone conversations, etc.


TASK 2 Individual Memo – Due Week 14

Use the Assessment Record and Cover Sheet and attach it to your assessment. This is where you get to showcase your work as an individual.  In a memo to your teacher you will describe in detail how the conference was planned, promoted, organised and coordinated and what you would do differently next time. It is your point of view you are writing about and it is for the whole conference organising committees’ actions. Attach the peer assessment form where you will evaluate each student in your subcommittee. 

Submission Requirements
You should:

• Ensure that you submit assessments on or before the due date.
• Always retain a copy of your assessment tasks. (hard copy and soft copy)
• When you submit work for assessment at RMIT University you need to use a cover sheet that includes a declaration and statement of authorship. You must complete, sign and submit a cover sheet with all work you submit for assessment, whether individual or group work. On the cover sheet you declare that the work you are presenting for assessment is your own work. An assignment cover sheet for submission of each assessment task is available on blackboard.
• Each page of your assessment should include footer with your name, student number, the title of the assessment, unit code and title and page numbers. For example, Julie Macpherson, 324567, Task 2, OHS2345C Ensure safe workplace, Page 1 of 10.

Late Submission Procedures
You are required to submit assessment items and/or ensure performance based assessment is completed by the due dates.
If you are prevented from submitting an assessment item on time, by circumstances outside your control, you may apply in advance to your teacher for an extension to the due date of up to seven calendar days.More Information: http://www.rmit.edu.au/students/assessment/extension
Form to use: http://mams.rmit.edu.au/seca86tti4g4z.pdf
Where an extension of greater than seven days is needed, you must apply for special consideration. Applications for special consideration must be submitted no later than two working days after the assessment task deadline or scheduled examination.
More Information: http://www.rmit.edu.au/browse;ID=g43abm17hc9w (unresolved)
Form to use: http://mams.rmit.edu.au/8a5dgcaqvaes1.pdf


Resubmissions (VE Programs)
If you are found to be unsuccessful in a particular Course Assessment Task (or you do not submit/attend) you will be allowed one re-submission. Your teacher will provide feedback regarding what you need to do to improve and will set a new deadline for the re-submission.


If you are still not meeting the assessment requirements you must apply to your Program Manager in writing outlining the steps you will take to demonstrate competence in your course. Your submission will be considered by the Program Team and you will be advised of the outcome as soon as possible.

Grading and re-submissions
Re-submissions do not contribute to your overall grade for the course.


Adjustments to Assessment
In certain circumstances students may be eligible for an assessment adjustment. For more information about the circumstances under which the assessment arrangements might be granted please access the following website: More Information: http://rmit.edu.au/browse;ID=7usdbki1fjf31

Marking Guide:

You must demonstrate that you have all the required skills/knowledge/elements in the unit of competency you are studying.

You will receive feedback on each assessment task that will inform you about your progress and how well you are performing.

Each task grade contributes equally to overall grade.


Grading

After achieving competency we then grade your performance in the unit.

Final Grades table:

CHD Competent with High Distinction
CDI Competent with Distinction
CC Competent with Credit
CAG Competency Achieved – Graded
NYC Not Yet Competent
DNS Did Not Submit for assessment


Further information regarding the application of the grading criteria will be provided by your teacher in blackboard.
 


Assessment Matrix

Other Information

                

Course Overview: Access Course Overview