Course Title: Plan and manage conferences
Part B: Course Detail
Teaching Period: Term2 2020
Course Code: BUSM7933C
Course Title: Plan and manage conferences
Important Information:
None
School: 650T Vocational Business Education
Campus: City Campus
Program: C5375 - Diploma of Business Administration
Course Contact: Allan Maree
Course Contact Phone: +61 3 9925 1601
Course Contact Email: allan.maree@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 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 |
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
See Canvas for more information
Details of Learning Activities
This course BUSM7933C Plan and manage conferences is clustered with BUSM7932C Manage meetings.
The purpose of this course is to create a meeting as a conference event. Students will work as a committee member of the full-committee and sub-committee. The student will practice administrative tasks such as creating meeting schedules, agendas and meeting documents relating to the conference that the class will hold. Each student will play the role of chairperson for a meeting. There will be many meetings in class that the student can take a role. Class work involves learning about theory from the textbook and internet. Mostly earning activities will include a self-directed learning approach where the teacher assists b y providing learning activities in canvas. Students will work individually and collectively.
Teaching Schedule
This course is co-delivered and co-assessed with BUSM7932 manage meetings.
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.
The teaching schedule for this course is as follows for Semester 2, 2020:
Week |
Week commencing |
Topics |
Reading and activities |
Assessment |
1 |
6 July 2020 |
Orientation session. Prior to training commencement a program level orientation session will be conducted that comprises the following:
Introduction to the course.
http://simbuscommunity.com.au/ About the key stakeholders: http://www.vsk.org.au/ or https://www.guidedogsvictoria.com.au/
|
Task 1: Conference meeting - plan Task 2: Conference meeting - implementation and follow up
|
|
2 |
13 July 2020 |
Topics: Plan conference, and the first-steps, Set goals, objectives and define tasks. Establishing effective working relationships. The conference toolbox is a useful conference resource and is a pdf located in Canvas.
Topic: Prepare for meeting, conduct meeting Introducing the agenda. Introducing the minutes document. How to take and transcribe minutes.
|
Reading: Cole chapter 2. Activity: Form into sub-committees |
|
3 |
20 July 2020 |
Topics: Plan conference, venue requirements. Leading and participating in meetings. Topics: What is the required knowledge for meetings: (cultural, key provisions of relevant legislation, group dynamics, meeting terminology, organisational procedures and policies). |
Reading: Chapter 6 Activity: Make a group charter. |
|
4 |
27 July 2020 |
Topics: Plan conference, venue requirements. Organising meetings and conferences. Topic: Prepare for meeting What is the role of the chairperson? What is the purpose of the action plan?
|
Reading: Chapter 22. And read Conference Toolbox a pdf in Canvas. Activity: make a vision statement for the conference. Hold committee meeting. |
|
5 |
3 August 2020 |
Topics: Plan and promote conference
|
Reading: https://www.rmit.edu.au/about/our-values/sustainability Activity: Hold committee meeting |
|
6 |
10 August 2020 |
Topics: Plan and promote conference. Ideas for marketing collateral. Risk management for conferences. Topic: How to take notes. Note-taking tips.
|
Activity: Register event with Eventbrite. Arrange for RSVP and registration processes. Activity: Hold committee meeting |
|
7 |
17 August 2020 |
Planning day Topics: Types of meetings, meeting rules and regulations, compliance with legislation. |
Activity: Hold meeting (note weekly rotation of full committee and sub-committee). |
|
8 |
24 August 2020 |
Topics: plan, promote, organise and coordinate conference Topics: How to follow up meetings. Transcription and storage of meeting documents. Distribution of meeting documents.
|
Activity: Hold meeting (note weekly rotation of full committee and sub-committee). |
Task 1: Conference meeting - plan |
|
31 August - 6 September 2019 |
Mid-semester break |
|
|
9 |
7 September 2020 |
Topics: Planning for conference proceedings and its evaluation. Apply risk management principles Finalise budget Finalise audience requirements Write speeches Write run sheet and agenda for conference Prepare necessary documents and checklists
|
Activity: Hold meeting (note weekly rotation of full committee and sub-committee). | |
10 |
14 September 2020 |
Meeting |
Activity: Rehearsal meeting Hold meeting (note weekly rotation of full committee and sub-committee). |
|
11 |
21 September 2020 |
Topic: Coordinate conference proceedings Confirmations using checklists Contingency planning
|
Activity: Hold conference.
|
|
12 |
28 September 2020 |
Topic: Evaluation workshop. How to prepare summary of qualitative and quantitative data Budget: acquit funds and report to committees.
|
Activity: Hold meeting (note weekly rotation of full committee and sub-committee). Teacher observation/interviews. |
|
13 |
5 October 2020 |
Excursion to the Melbourne Convention Exhibition Centre (MCEC). To be confirmed.
|
Activity: Be informed about best industry practice for conferences by observing how the MCEC holds its events. | |
14 |
12 October 2020 |
Prepare documents for Task 2.
|
Excursion to the State Parliament of Victoria (this is sitting week). Details to be confirmed. | Task 2: Conference meeting - implementation and follow up |
15 |
19 October 2020 |
Topic: Ensure post conference activities are followed up. Feedback and review |
Activity: Hold ad hoc meeting (note weekly rotation of full committee and sub-committee). |
|
16 |
26 October 2020 |
Interviews/resubmissions if required. Special consideration |
|
|
Learning Resources
Prescribed Texts
References
Other Resources
See Canvas.
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
|
You are required to successfully complete all assessment tasks to be deemed competent in this course. NOTE: Details about specific tasks and assessment criteria will be included in Canvas. There a three assessments: Assessment Task 1: Conference meeting - plan Assessment Task 2: Conference meeting - implementation and follow up The above tasks require you to demonstrate the Foundation Skills described in the units for this cluster. The Foundation Skills describe language, literacy, numeracy and employment skills incorporated in the performance criteria that are required for competent performance. For further information, please refer to the assessment page in Canvas for this course.
|
Assessment Matrix
The assessment matrix that maps all the assessments is available in Canvas.
Other Information
Submission Requirements
You should:
• submit your own individual work to Canvas for assessment. The work is based on committee (group) work.
Ensure that you submit assessments on or before the due date via Canvas.
• 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 the Assessment task document that includes a declaration and statement of authorship.
• Each page of your assessment should include a footer with your name, student number, the title of the assessment, unit code and title and page numbers.
Late Submission Procedures
You are required to submit assessment items and/or ensure performance based assessment is completed by the due dates.
Extension of Time. 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: https://www.rmit.edu.au/students/student-essentials/assessment-and-exams/assessment/extensions-of-time-for-submission-of-assessable-work
Form to use is found in the section "How to apply."
Special Consideration. Where more 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: https://www.rmit.edu.au/students/student-essentials/assessment-and-exams/assessment/special-consideration
Resubmission (VE Programs)
If you are found to be Not Yet Competent in a course assessment task (or you do not submit the assessment tasks/attend the assessment) you will be allowed one resubmission. Your teacher will provide feedback regarding what you need to do to improve and will set a new deadline for the resubmission in Canvas.
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.
More information: https://www.rmit.edu.au/students/student-essentials/assessment-and-exams/assessment/adjustments-to-assessment
Marking Guide (Competency):
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.
CA: competency achieved
NYC: not yet competent
DNS: Did not submit for assessment
Course Overview: Access Course Overview