Course Title: Plan and Manage Conferences

Part B: Course Detail

Teaching Period: Term1 2009

Course Code: BUSM9955C

Course Title: Plan and Manage Conferences

School: 650T TAFE Business

Campus: City Campus

Program: C5136 - Diploma of Business Administration

Course Contact : Hazel Sims

Course Contact Phone: +61 3 9925 1316

Course Contact

Name and Contact Details of All Other Relevant Staff

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


Course Description

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

National Codes, Titles, Elements and Performance Criteria

National Element Code & Title:

BSBADM503A Plan and Manage Conferences


Coordinate conference proceedings

Performance Criteria:

4.1 Conference facilities are checked to confirm they meet agreed requirements.

4.2 Participants are registered in accordance with planned registration procedures.

4.3 Any late changes to the published program are communicatd to participants.

4.4 Contingency arrangements are made to ensure the smooth running of conference.

4.5 Speakers' schedules are managed and their conference requirements met throughout the conference.

4.6 Administration requirements during conference are managed in accordance with conference plan/schedule.


Follow-up conference proceedings

Performance Criteria:

5.1 Conference outcomes are recorded, reported and/or followed up in accordance with organisational requirements.

5.2 Conference papers are prepared for publication and distributed within designated timelines.

5.3 Post-conference correspondence is prepared and dispatched within designated timelines.

5.4 Receipts and payments are finalised and conference funds acquitted in accordance with organisational procedures and audit requirements.


Organise conference

Performance Criteria:

3.1 Conference arrangements are made in accordance with booking lead times and budget allocation/s.

3.2  Acceptances are recorded, fees receipted and participants confirmed within designated timelines.

3.3 Participants' special needs are identified and catered for.

3.4 Program details are confirmed and conference papers are prepared in accordance with speakers' requirements and conference timelines.

3.5 Pre-conference information is dispatched to participants within designated timelines.


Plan conference

Performance Criteria:

1.1 Purpose, required outcomes and style of conference are confirmed with conference convenor/s.

1.2 Conference facilities requirements, budget and preparation timeline are confirmed with conference convenor/s.

1.3 Speaker/presenters are identified and/or a call for papers is prepared in accordance with the purpose and style of the conference.

1.4 Conference program is drafted in line with stated purpose, and choice of program elements is balanced to allow outcomes to be achieved.

1.5 Speakers are slected, invited and briefed in accordance with the conferene program.

1.6 Participant target group and projected numbers are identified in consultation with conference organisers.

1.7 Conference, administration requirements are analysed and tasks, processes and resources planned to ensure efficient management of conference data and resources.


Promote conference

Performance Criteria:

2.1 A promotion strategy is established that reaches required number of target participants.

2.2 Publicity material is prepared in accordance with the promotion strategy and budget allocation/s, and dispatched within designated timelines.

Learning Outcomes

Details of Learning Activities

Learning activities will include class-based theory and discussions based on the textbook, consultation with stakeholders, presentations, simulations, researching the internet and library culminating with the production of a real-life conference.

Teaching Schedule

Week beginning  
Week 1

 Course guide



The Learning Hub


Week 2 Planning

 Form subcommittees

Set goals, objectives and define tasks

Schedule subcommittees and planning meetings

Chapter 12

Toolbox: Plan

Week 3 Planning

 Determine conference purpose

Team goals, individual roles

Chapter 14

Toolbox: Plan

Week 4 Planning

 Event promotion

Chapter 13

Toolbox: Organise

Week 5 Planning

 Staffing and volunteer management

Chapter 15

Toolbox: Organise

Week 6



 People performance management

Chapter 16

Toolbox: Promote

Week 7



Onsite management 

Chapter 17

Toolbox: Coordinate proceedings

Week 8



Spectator management

Chapters 18 and 19

Toolbox: Coordinate proceedings

Week 9 - Mid Semester 1 Break  


Chapter 20

Toolbox: Evaluate proceedings 

Week 9 Coordinating 
Week 10  Coordinating


PRACTICAL PLACEMENT - includes teacher visit to workplace


Week 11 Coordinating




Week 12  Coordinating

Confirmations using checklists

OH&S, Event catering

Chapters 21 and 22

Week 13 Coordinating

Contingency planning

Chapter 23

Event impact and evaluation 

Week 14


Follow up

Week 15Follow upTeacher observation due 20%

Peer evaluation due 10%

Week 16Follow up 

Sub-committee report due 30%

Individual report due 40%

Weeks 17 and 18  Feedback and review 

Learning Resources

Prescribed Texts

Van der Wagen, Managing Conferences & Plan or Review Administration Systems, Pearson 2005 ANTA Toolbox


Other Resources

Overview of Assessment

Students must demonstrate an understanding of all elements of a particular competency to be deemed competent. Assessment methods have been designed to measure achievements of each competency in a flexible manner. Assessments will incorporate a variety of methods: class exercises, homework, practical project and tests. Students are advised that they are likely to be asked to personally demonstrate their assessment work to their teacher to ensure that the relevant competency standards are being met.

Learning activities will include class-based discussions, exercises, small group work, online activities, reading and reflection on various activities, together with independent and group research, and the planning and management of a real-life conference, in order to develop competency including the underpinning skills and knowledge.

In addition to the assessments, formative feedback is provided to the students throughout the duration of the course.

Assessment Tasks

In order to achieve a successful outcome students will be required to attend ALL SCHEDULED CLASS TIMES.  Students will be required to advise their teacher before class that they cannot attend.  Student attendance and participation in class and at the assessed weekly meetings is vital to the success of the conference.  Students who do not provide sufficient, valid and appropriate evidence to satisfy the criteria for this competency will be assessed as "Not Yet Competent".

Refer to the marking criteria sheets that are provided on the Learning Hub. 


You will run a real conference.  The class will conduct a Trade Fair with a community fundraiser theme.  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:

1. Venue and OH&S

2. Speakers and protocol

3. Promotions/Publicity/Sponsorship

4. Budget/Coordination

5. Catering/Virtual Enterprise liaison

Conference Manager/Document Controller

A person from the class will be elected at a full general meeting to take on the role of Conference Manager/Document controller to keep the conference proceedings on track.  This person will have the 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 details 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.  This person will not be a member of a sub-committee.

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.

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 procededings moving.  Nominations for Chair and Minute Taker will be schedule 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 using the Learning Hub.

Each sub-committee must invite a number of visitors to the Conference (approximately 100 people including members of the class). Among these visitors could be Practical Placement organisations, VE business partner and students from RMIT and other interested parties according to the theme of the Conference.

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.

Subcommittee Report – Due Week 16 (30%)
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 the Learning Hub.

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 organization 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 the Learning Hub.

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:
• Title page
• Table of contents with page numbering
• All agenda’s and minutes of meetings
• All weekly reports from sub-committees
• All documents created during semester including subcommittee Gantt charts.
• All 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.

Individual Report – Due Week 16 (40%)
Each individual will present an evaluation report in which you will describe in detail how the conference was planned, promoted, organised and coordinated and what you would do differently next time. Include:

1. Introduction – approx. 300 words
     1.1. What the report is about
2. Topics – approx. 300 words per topic
     2.1. Conference Planning
     2.2. Conference Promotion
     2.3. Conference Organising
     2.4. Conference Proceedings
     2.5. Post Conference
3. Evaluation – approx. 250 words
     3.1. Observation of conference - include a qualitative and quantitative description
4. Appendices
     4.1. Include all those documents that you produced during the semester. Sign them individually and collate note documents must include checklists.
5. Conclusion
     5.1. Personal reflection of learning – approx. 500 words (what went well, not so well, what would you do differently next time ... )

The report should be presented in a formal format according to RMIT guidelines for the Presentation of Written Work.
Refer to the Learning Hub for the marking criteria sheet and details of the project requirements.

Peer assessment - Week 15 (10%)
A peer assessment will be undertaken by all students. Each member will assess their sub-committee peers in relation to: their attendance at weekly and sub-committee meetings, constructive participation and effort in weekly and sub-committee meetings and the members’ ability and willingness to work in a team. Refer to the document on the Learning Hub.

Teacher observation – Week 15 (20%)
The student will be observed by the facilitator whilst undertaking the pre and post conference planning, promoting, organising, evaluating activities. Refer to the Learning Hub for the marking criteria guide.

Assessment Matrix





Peer evaluation






Individual evaluation report



Plan conferenceYESYESYESYES
Promote conferenceYESYESYESYES
Organise conferenceYESYESYESYES
Coordinate conference proceedingsYESYESYESYES
Follow up conference proceedingsYESYESYESYES

Other Information

A pass in an assessment piece will result in a grade for the student. Where a pass is achieved competency for that assessment is given. Where a pass is not achieved in any assessment piece a NYC (Not Yet Competent) grade will be given. Competency MUST be achieved for each element of competency within a competency standard for a pass grade (or higher grade) to be given. Where competency for all elements of competency is not achieved, an overall NN grade will result.

Submission of written work/assessment
All of your written work must conform with RMIT’s guidelines "Written Reports and Essays: Guidelines for Referencing and Presentation in RMIT Business" which can be found on the RMIT website. Students are advised to refer to the RMIT Writing style guide, version 7 found at

Employability Skills
This course/competency includes the employability skills listed below which are assessable under the Business Services Training Package.

In order to be able to effectively demonstrate the required employability skills during the course, students should participate and aim to attend punctually. Students are required to contribute to 80% plus of the required classes. Please note that employability skills are assessed across the entire program.

Employability skills are a core component of the competency and if a student is unable to effectively demonstrate these skills, a mark of NYC (Not Yet Competent) will be given for the course.

Employability skills identified for this course are:



Initiative and enterprise
Planning and organising
Self management

Course Overview: Access Course Overview