Course Title: Plan and manage conferences

Part B: Course Detail

Teaching Period: Term1 2015

Course Code: BUSM6241C

Course Title: Plan and manage conferences

School: 650T Vocational Business Education

Campus: City Campus

Program: C5221 - Diploma of Business Administration

Course Contact : Sylvia Baroutis

Course Contact Phone: +61 3 9925 5469

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 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


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 time line 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


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 the promotion strategy and budget allocation/s, and despatch within designated time lines


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 time lines
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 time line
3.5. Despatch pre-conference information to participants within designated time lines


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 the published program
4.4. Make contingency arrangements to ensure the smooth running of the conference
4.5. Ensure speakers' schedules are managed and their conference requirements met throughout the conference
4.6. Manage administration requirements during conference in accordance with conference plan/schedule


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 time lines
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

Students will host a conference with a theme and with a link to a social action project.  The event will be an Office Professionals’ Day Breakfast held in the week 11. The project, which is the event, is to raise awareness and fundraise for  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, students will create a mini-conference with a fundraiser to as a demonstration of their action learning. The conference committee is organised through its subcommittees.  Students are expected to be pro-active in their attendance, communication and apply their 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. Any absences by the student should be accounted for by telling the teacher and the committee members that the student belongs to. Participation is essential to the success of this live event. Other learning activities include workplace research, library assignments, field work.

Teaching Schedule

Week Week Commencing Content Assessments

Induction Session

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

  • Program overview and requirements
  • MyRMIT/Blackboard
  • Overview of assessment requirements
  • Pre-Training Review including: Recognition of Prior Learning and Credit Transfers, Assessment of current skills and knowledge
  • Competency/Grading Criteria
  • Plagiarism
  • Appeals
  • Extensions
  • Feedback
  • Privacy
  • Submission requirements
  • Resubmission policy
  • Where to get support
  • Student responsibilities



9 February

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


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. This is an individual memo that describes the student’s experience across all performance elements.

Task 3: Peer Evaluation: This is an individual’s assessment of the subcommittee’s contribution to the conference performance elements.


16 February

TOPICS: Plan conference,  The first steps- PowerPoint


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.
23 February 

TOPICS: Plan conference, Organisation and Timing - PowerPoint

EXCURSION to Melbourne Convention and Exhibition Centre: details given in class.


Determine conference purpose. 

What is a social action project/triple bottom line?

Team goals, individual roles.

Chapter 13: Building effective work teams


4 2 March

TOPICS: Plan conference,  Venue requirements - PowerPoint


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

PROMOTE EVENT to School of Vocational Business Education staff

Chapter 15: Providing formal and informal performance reviews and feedback


5 9 March

Topics: Plan and promote conference.

Keeping records

Staffing and volunteer management.

Prepare invitations. Create budget.

Chapter 18: Solving problems and making decisions


16 March


Attend event this week for:  Virtual Reality Showcase 16-20 March 2015. Exploring options to enhance the student learning experience.

TOPICS: Plan and promote conference, 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


23 March 

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

Spectator management

Importance of RSVP’s and registration processes

Chapter 22: Identifying and managing risks

8 30 March

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


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



2-8 April


8-10 April


Mid-semester break includes 3-6 April Good Friday and Easter Monday.




13 April

Topics: Plan, promote, organise and coordinate conference

Planning Day


20 April 

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



 27 April


Conference  - Office Professionals Day Breakfast  see

Coordinate conference proceedings

Confirmations using checklists

Contingency planning

Evaluation data: qualitative and quantitative

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

 4 May


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

TASK 1 Sub-committee report


TASK 3: Team member peer evaluation form

11 May




 Work Integrated Learning
18 May


 Work Integrated Learning


25 May

Prepare assessment documents.

Ensure post conference activities are followed up and funds are acquitted. Complete qualitative and quantitative assessment - measuring and evaluating the event’s  impact. 

 TASK 2 Memo

1 June

Feedback and review

17 8 June Interviews/Re-submissions if required  

Learning Resources

Prescribed Texts

Refer to Learning Hub for text, handouts and Toolbox

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



Other Resources

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. 

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 document "Community Fundraising Proposal and Guidelines" 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 co-ordinator role.   This person will have good self management skills and be able to priorities.  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. 

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 12 
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 file dividers with:
• Title page
• Table of contents
• All agenda’s and minutes of subcommittee meetings
• All weekly reports from subcommittees
• All documents created during semester including subcommittee Gantt charts.
• 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 15

Use the Assessment Record and Cover Sheet. for your instructions. 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. It is your point of view you are writing about and it is for the whole conference organising committees’ actions.

TASK 3 Peer assessment - Week 12

Use the Assessment Record and Cover Sheet. for your instructions. This peer assessment will be undertaken by all students, completed and handed in hard copy to the teacher. 

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:
Form to use:
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:;ID=g43abm17hc9w
Form to use:

If you are found to be unsuccessful in a Course Assessment Task you will be allowed one resubmission only. Your teacher will provide feedback regarding what you need to do to improve and will set a new deadline for the resubmission. The highest grade you will receive if your resubmission is successful is “CAG”.
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.
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:;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.

Marking Guide (Grading)

After achieving competency we then grade your performance in the unit; this gives you the opportunity to have the level of your performance formally recognised against industry standards and employability skills.

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

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.

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

Assessment Matrix

Other Information

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.

Course Overview: Access Course Overview