Course Title: Plan and manage conferences

Part B: Course Detail

Teaching Period: Term2 2013

Course Code: BUSM6241C

Course Title: Plan and manage conferences

School: 650T TAFE Business

Campus: City Campus

Program: C5221 - 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

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 performance outcomes, skills and knowledge required to plan, promote and coordinate conferences,ensuring follow up procedures are incorporated.

No licensing, legislative regulatory or certification requirements apply to this unit at the time of endorsement.


National Codes, Titles, Elements and Performance Criteria

National Element Code & Title:

BSBADM503B Plan and manage conferences

Element:

1. Plan conference

Performance Criteria:

1.1 Confirms purpose, required outcomes and style of conference with conference convenor/s.
1.2 Confirms conference facilities requirements, budget, and preparation timeline with conference convenor/s.
1.3 Identifies speakers/presenters and/or prepare a call for papers in accordance with conference purpose and style.
1.4 Drafts conference program in line with stated purpose, and balance choice of program elements to allow outcomes to be achieved.
1.5 Selects, invites and briefs speakers in accordance with conference program.
1.6 Identifies participant target group and project numbers in consultation with conference organisers.
1.7 Plans 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 Establishes a promotion strategy that reaches required number of target participants.
2.2 Prepares publicity material in accordance with the promotion strategy and budget allocation/s, and despatch within designated timelines.
 

Element:

3. Organise conference

Performance Criteria:

3.1 Makes conference arrangements in accordance with booking lead times and budget allocation/s.
3.2 Records acceptances, receipt fees and confirm participants within designated timelines.
3.3 Identifies and cater for participants’ specific needs.
3.4 Confirms program details and prepare conference papers in accordance with speakers’ requirements and conference timeline.
3.5 Despatches pre-conference information to participants within designated timelines.
 

Element:

4. Coordinate conference proceedings

Performance Criteria:

4.1 Checks conference facilities to confirm they meet agreed requirements.
4.2 Registers participants in accordance with planned registration procedures.
4.3 Communicates to participants any late changes to the published program.
4.4 Makes contingency arrangements to ensure the smooth running of the conference.
4.5 Ensures speakers’ schedules are managed and their conference requirements met throughout the conference.
4.6 Manages administration requirements during conference in accordance with conference plan/schedule.
 

Element:

5. Follow up conference proceedings

Performance Criteria:

5.1 Records, report and/or follow-up conference outcomes in accordance with organisational requirements.
5.2 Prepares conference papers for publication and distribution within designated timelines.
5.3 Prepares and dispatches post-conference correspondence within designated timelines.
5.4 Finalises receipts and payments, and acquits conference funds in accordance with organisational procedures and audit requirements.
 


Learning Outcomes



Details of Learning Activities

Students will host a conference with a theme and with a link to a social action project.  The project is to raise awareness and fundraise for Anti-Poverty Week 13-19 October 2013. See http://www.antipovertyweek.org.au/about/about-anti-poverty-week.  Working with the stakeholder, Formfile Records Management Group, students will bring theory alive into practice and produce a real life conference that is planned and managed in small subcommittees.  The learner is accountable for their own planning actions and weekly participation is required so that a successful conference transpires.  Some learning activities will include a self-directed learning approach.  Self-directed learning refers to organised teacher-directed learning activities that you will undertake independently, either as individuals or with other students.  Tell your teacher if you are unable to attend class as this will affect the successful outcome of this course. This may include workplace research, library assignments, field work and work placements.


Teaching Schedule

WeekWeek CommencingContentAssessments

1

 

8 July 2013

Course induction

Course delivery and assessment details

Course support documents

Online learning environment including Blackboard

Grading

Plagiarism/use of Turnitin

Appeals/Extensions

Feedback/Privacy

Submission requirements/Feedback

Where to get support

Student responsibilities

Recognition of Prior Learning/Credit Transfer

Assessment:

Task 1 Subcommittee Report

Task 2: Memo

Task 3: Peer Evaluation

Grading sheet as teacher record for continuous feedback of student performance.

2
 
15 July 2013

TOPIC: The first steps- PowerPoint
 

Planning:

Form into conference sub-committees

Conference theme and communication strategy for target audience

Set goals, objectives and define tasks

Schedule subcommittees and planning meetings

Elements: 1.1, 1.4, 1.6

 Introducing the Stakeholders.
3
 
22 July 2013 

TOPIC: Organisation and Timing - PowerPoint

Planning:

Determine conference purpose. 

What is a social action project/triple bottom line?

Team goals, individual roles.

Chapter 13: Building effective work teams

Elements: 1.2, 1.6, 1.7, 4.1

 
429 July 2013

TOPIC: Venue requirements - PowerPoint

Planning:

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

PROMOTE EVENT TO BUSINESS TAFE SCHOOL STAFF

Chapter 15: Providing formal and informal performance reviews and feedback

Elements: 1.3, 1.5, 1.7, 2.2

 
55 August 2013

Planning:

MINI EVENT: Create awareness for your conference with a staff team building activity at the RMIT BUsiness TAFE School, level 5.

Keeping records

Staffing and volunteer management.

Prepare invitations. Create budget.

Chapter 18: Solving problems and making decisions

Elements: 1.3, 1.5

 
6
 
12 August 2013 

TOPIC: Managing for sustainability (read chapter 23)

Planning, organising, coordinating:

Distribute  marketing collateral and prepare response plan.

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

Elements: 2.2, 3.1, 4.1, 4.2, 5.2

 
7
 
19 August 2013

Planning,organising, coordinating

Promoting:

Spectator management

Importance of RSVP’s and registration processes

Elements: 1.4, 2.1, 2.2

Chapter 22: Identifying and managing risks

 
826 August 2013 Review planning, feedback and debrief.  What actions are needed? 

 
2-8 September 2013

 

Mid-semester break

 

 
9
 
9 September 2013

 
Planning Day

 

 
10
 
16 September 2013 

Conference rehearsal/OHS risk assessment

Elements: 2.2, 3.2, 3.4, 3.5, 5.2

 
11
 
 23 September 2013

All elements

 Teacher observation and feedback.
12
 
 30 September 2013

Post conference promotion and follow up:

Confirmations and acquittal of funds

Qualitative and quantitative assessment - measuring and evaluating the event impact

 
13
 
 7 October 2013

POP UP SHOP "BAZAAR"

Attend pop up shop for conference publicity and fundraising this week.

Begin writing your Task 2 Memo.

 
14
 
14 October 2013

CONFERENCE

Coordinate conference proceedings

Confirmations using checklists

Contingency planning

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

 Elements: 3.3, 3.4, 4.2, 4.3, 4.4, 4.5, 4.6, 5.1
 


 

TASK 1 Sub-committee report

TASK 2 Memo

TASK 3: Team member peer evaluation form

15
 
21 October 2013

Follow up conference via online

 

 Practical Placement 

16
 
 28 October 2013

Follow up conference and review via online. Teacher final review and feedback online

 Practical Placement


Learning Resources

Prescribed Texts

Refer to Learning Hub for text, handouts and Toolbox

Management Theory and Practice, 5th Edition, Kris Cole, Pearson.

9781442503120


References


Other Resources

Refer to myRMIT for assessments.

 

Critical Aspects:

Evidence of the following is essential:

1. Undertaking appropriate preparations and investigations to identify conference requirements.

2. Preparing required communications.

3. Addressing contingency situations as they arise.


Overview of Assessment

Students must demonstrate an understanding of all elements of a particular unit of competency to be deemed competent.  Students are advised that they will be asked to personally demonstrate their assessment work to their teacher to ensure that the relevant competency standards are being met.

Assessment methods have been designed to measure achievements of each competency.  Assessments may incorporate a variety of methods: direct questioning combined with a review of portfolios of evidence, review of authenticated documents from the training environment and demonstration of techniques.

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


Assessment Tasks

There are three tasks you must successfully complete to be deemed competent in this unit. 

Refer to the marking criteria guides on myRMIT.

Brief:
You will run a real conference in Week 14. In summary:

1. You will fundraise as a team

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. 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 document "Community Fundraising Proposal and Guidelines" and apply it to your conference. Find ways to promote your conference to relevant audiences.

4. Make your conference accountable by linking your actions with resource usage.  You will attempt to make the planning stages and the event carbon neutral as your business sustainability approach.  This will take some research and applied thinking.

5.  In a nutshell, you will be responsible for planning, promoting, organising, coordinating and following up the conference. The stakeholders of the Conference is Formfile Records Management Group. See www.formfile.com.au

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/Coordination
5. Catering/Special needs

Conference Manager/Document Controller
This person is responsible for the Sub-committee report/portfolio of documents.  It is a co-ordinator role.  This person is 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 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.  It is proposed to target Careers Advisors from Secondary Colleges in Victoria and students, teachers and administrators in the Business Administration program and within the RMIT Business TAFE School. 

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 14 
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:
• Title page
• Table of contents with page numbering
• All agenda’s and minutes of subcommittee meetings
• All weekly reports from subcommittees
• 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.


TASK 2 Individual Memo – Due Week 14

This is where you get to showcase your work as an individual.  You will send a memo to your teacher in which you will describe in detail how the conference was planned, promoted, organised and coordinated and what you would do differently next time. See Marking Guide.  Upload to dropbox in week of conference.

TASK 3 Peer assessment - Week 14

This peer assessment will be undertaken by all students, completed and handed in hard copy to the teacher. Refer to the document on myRMIT.

Submission Requirements

Assessment tasks need to be submitted in class or electronically.

You should:

• Ensure that you submit assessments on or before the due date. If your performance in the assessment is affected by unexpected circumstances, you should consider applying for Special Consideration. Information on the process and application forms is available on myRMIT and links described in your Student Diary.
• 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 work for assessment is available on myRMIT.
• 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.


Marking Guide (competency): 

Vocational Education and Training (VET) is based on current industry needs and the focus on preparing you for the workplace. Because VET courses are informed by practical application of knowledge and skills, they are based on a system known as ‘competency based training’ (CBT). So when you are assessed in VET it is about whether you are competent to do the job, as well as having a firm grasp on the knowledge and skills required to do that job, as opposed to traditional curriculum based education settings that are often based on knowledge retention.

You need to demonstrate you are competent in each element of the unit of competency you are studying.

You will receive feedback on each assessment task that will inform you whether you are competent or not and how well you are performing. Once competent in all elements of the unit you receive a competency grading. 

Please refer to the FINAL GRADES table below.

Marking Guide (Grading) 

After achieving competency your performance throughout the semester is graded.  This is based on continuous observation and feedback from the teacher to the student.  It relies on the level of your performance which is formally recognised against industry standards and employability skills.


The grading is according to the following criteria:


1. Level of independence, initiative, enterprise and performance of the work task – you must demonstrate initiative in the identification of a conference theme and purpose.  You will work with the stakeholders to deliver a conference that is relevant and businesslike.  You will meet the administration requirements and tasks, processes and resources planned to ensure efficient management of conference date and resources. You will be aware of legislative requirements and apply them where appropriate. You will be creative and provide innovative solutions to complex issues, choose appropriate systems to meet organisational needs and design and develop documentation and related processes. You will respond to new and changing circumstances to ensure accurate and timely outcomes.


2. Demonstrated breadth of underpinning knowledge and a willingness to continue learning – you will self-reflect on the conference, of how stakeholders and audience special needs were catered for. You will apply a carbon neutral approach to the conference. You will plan and identify your learning needs and monitor and evaluate your training requirements. You will meet deadlines. In particular you will show enthusiasms for continued learning.


3. Techniques and processes, technology skills and problemsolving – you will use complex functions of various computer software to design and develop templates, charts, standard documents and user manuals. You will use electronic communication and produce written correspondence and reports using technology to manage organisational information. You will use problemsolving techniques learned in the semester as it relates to team management. You will have checklists, to-do lists, use MSProject or similar to track your work and actions required to make a successful conference.


4. Work organisation, planning and self management – You will compose specific written plans, set goals, prioritise goals and schedule strategies and delegate tasks in order to get the task done in a timely manner. You will allocate resources to ensure organisational requirements are met, collect, collate and analyse information using workplace business systems, develop contingency plans and strategise to meet stakeholder needs, manage all meetings and the conference effectively through excellent time management and organisational skills. You will follow legislative and regulatory requirements to ensure the safety and security of the conference and for delegate information. You will demonstrate to your teacher that you are informed about the event and participating with a level of interest required of an event organiser.


5. Communication, people networking, language and interpersonal skills and teamwork – You will communicate in a business manner, when managing organisational systems and processes ensure usability and compliance by the team. You will relate well to a wide range of audiences in interpersonal exchanges requiring excellent negotiation and writing skills. Your documents will be complete, formatted, free of spelling and grammar errors, topics will be suitably addressed and content will be professionally presented. You will use teamwork principles to run your subcommittee. You will understand the expectations of each teamworker: competence, loyalty, trustworthiness, honesty, responsibility, industry.
 

GRADE 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.


 


Assessment Matrix

Required knowledge:

 

Assessment

Key provisions of relevant legislation from all forms of government, standards and codes that may affect aspects of business operations such as:

  • anti-discrimination legislation
  • ethical principles
  • codes of practice
  • privacy laws
  • copyright
  • occupational health and safety

Organisational policies and procedures relating to the tasks required.

Required skills:

  • communication skills to liaise with others and to answer questions.
  • literacy skills to read a variety of texts, to prepare general information and papers, and to write formal and informal letters according to target audience.
  • numeracy skills to estimate and check calculations and outcomes.
  • planning and organising skills to arrange times, dates, venues, transport and accommodation to meet the needs of participants.
  • problem-solving skills to anticipate possible problems, and to prepare and implement contingency plans.

 

 

Tasks 1-3

Memo

Group Report

Peer Observation

 

Elements and Performance Criteria (see above for performance criteria)

1. Plan conference (1.1 - 1.6)

2. Promote conference (2.1 - 2.2)

3. Organise conference (3.1 - 3.5)

4. Coordinate conference proceedings (4.1 - 4.6)

5. Follow up conference proceedings (5.1 - 5.4)

 Tasks 1-3

Memo

Group Report

Peer Observation

 

Course Overview: Access Course Overview