Course Title: Plan and manage conferences

Part B: Course Detail

Teaching Period: Term1 2018

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:

Name and Contact Details of All Other Relevant Staff

Hazel Sims

Tel: 9925 1316

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 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


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


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


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


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


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

This course BUSM7933C Plan and manage conferences is clustered with BUSM7932C Manage meetings.

The meeting purpose will be around the conference event planning.  As a conference is a meeting, the student will read the scheduled meetings for the full committee and the sub-committees and provide those administrative tasks such as schedules, agendas and meeting documents relating to the conference. Each student will conduct and chair a meeting, there will be a variety of meetings that a student can chair during the semester.  Students will apply theory to their meeting practice and enjoy an excursion where they will see meeting protocols in practice.

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.  This may include workplace research, library assignments, field work and Work Integrated Learning.

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





Date – week commencing




Monday 5 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

·        How to use documents such as policies and procedures, style guide and agenda and minutes of meeting templates from the Simulated Business:


About the key stakeholders:






Task 1 – Conference Meeting Portfolio.Due dates as indicated and submitted in four portfolios. 



Monday 12 February

Topics: Plan conference, and the first-steps,

Set goals, objectives and define tasks

Resources for event professionals:

The conference toolbox located in Canvas Learning Management System (LMS)

Form into sub-committees

Assessment: the repository for each of the four portfolios.

Topic: Prepare for meeting, conduct meeting

Introducing the agenda.

Introducing the minutes document.

How to take and transcribe minutes.

Text: Chapters 2 and 28



Monday 19 February

Topics: Plan conference, venue requirements

Topics: What is the required knowledge for meetings: (cultural, key provisions of relevant legislation, group dynamics, meeting terminology, organisational procedures and policies).

Text: Chapters 2 and 28



Monday 26 February

Topics: Plan conference, venue requirements

Scope of the event: vision statement

Text: Cole chapter 19 and the Conference Toolbox

Topic: Prepare for meeting

What is the role of the chairperson.

What is the purpose of the action plan.

Text: Chapters 2 and 28



Monday 5 March

Topics: Plan and promote conference

Text: Chapter 24, and RMIT sustainable events and policy.

Topics: What is

What is OneNote?

Text: Chapters 2 and 28

Portfolio one due: The conference plan


Monday 12 March

Topics: Plan and promote conference.

Prepare marketing collateral

Register event with Eventbrite

Arrange for RSVP and registration processes.

Risk management for conferences

Topic: How to take notes. Notetaking tips.

Text: Chapters 2 and 28



Monday 19 March

Planning day

Teacher led workshop

Topics: Types of meetings, meeting rules and regulations, compliance with legislation

Activity: Hold meeting (note weekly rotation of full committee and sub-committee).



Monday 26 March

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).


Portfolio two due: Conference plan and promotion


Monday 2 April 

29-4 April Mid-semester break (Thursday to Wednesday) 30 March Good Friday public holiday. 

2 April Easter Monday public holiday, 3 April Easter Tuesday (RMIT holiday), 5 April Classes resume (Thursday)






Monday 9 April

Topics: Planning for conference proceedings and its evaluation.

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).



Monday 16 April

Topic: rehearsal meeting

Apply risk management principles

Activity: Hold meeting (note weekly rotation of full committee and sub-committee).



Monday 23 April 25 April Anzac Day public holiday (Wednesday)

Topic: Coordinate conference proceedings

Confirmations using checklists

Contingency planning

Teacher observation

Activity: Hold meeting.



Monday 30 April

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).

Portfolio three due: Conference organisation


Monday 7 May

 Excursion to the State Parliament of Victoria (this is sitting week). Details to be confirmed (TBC)



Monday 14 May


Excursion to the Melbourne Conference and Exhibition Centre (TBC).




Monday 21 May

Topic: Ensure post conference activities are followed up.

Prepare, collate and index assessment documents

The finding aid.

Activity: Hold meeting (note weekly rotation of full committee and sub-committee).

Feedback and review

Activity: Hold ad hoc meeting if necessary.

Portfolio four due: Conference proceedings and follow-up


Monday 28 May

Interviews/resubmissions if required.



Monday 4 June

Special Consideration



Learning Resources

Prescribed Texts

Kris Cole (2016) Management theory and practice, Cengage Learning


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 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


Conference meeting portfolio


Task 1 of 1

Summary and Purpose of Assessment

The student will conduct and chair meetings in class time face-to-face for the conference project.  A variety of meetings will be held, including the conference meeting itself.  All students are expected to attend the conference held by the concurrent class. The student will manage a range of meetings including overseeing the meeting preparation processes, chairing meetings, organising the minutes and reporting meeting outcomes. The student will plan, promote and coordinate conferences, ensuring follow-up procedures are incorporated.

The assessment is individually submitted by the student. Each portfolio item contributes to being deemed competent for the course. The conference meeting portfolio is one project consisting of four assessment tasks. The student should complete it in its entirety, and satisfactorily, in order to be deemed competent for this course.  Completing this project allows a person to demonstrate competency in the above cluster.   

Assessment Instructions

This Assessment is to be submitted by the student by Friday at 5.00pm in the Learning Management System (LMS) dropbox in the week due. 

The student will run a real conference with a stakeholder from either Guide Dogs Victoria or Very Special Kids and   Read this document with the course guide. This is a work integrated learning project requiring the student to demonstrate their skills in managing meetings (notetaking and transcription to formatted text) and planning and rolling out a real conference. To do the work of the conference, sub-committees carry out their work contributing to the full committee.  All work needs approvals, so meetings are scheduled according to the course guide, held fortnightly for the full committee and the subcommittee.

Three students will be elected by the full committee to take an executive role.  Those roles are Conference Manager, Conference Coordinator and Fundraising Manager. They do not form part of a sub-committee.

You are required to manage a range of meetings for the purpose of planning and managing your conference. This includes overseeing the meeting preparation processes, chairing meetings, organising the minutes and reporting meeting outcomes. You will be taking minutes each week, either in full committee or sub-committee.

The subcommittees will contribute to the full committee’s fundraising goal.  Targets will be achieved through the principles of corporate social responsibility.  The conference’s business actions are connected to a good social cause.  A fundraising agreement document “Community Fundraising Proposal and Guidelines” from the charity website must be signed and approved by the teacher. 


Conference manager has a leadership and liaison role.  The manager will work for the full committee steering, planning, promoting, providing contingency advice and ensuring the conference proceedings run smoothly. The manager uses their skills in the evaluation of the conference and assisting in the collation of post-evaluation data to report to the full committee.

The Conference coordinator works closely with the conference manager and fundraising manager providing coordination advice and performs the duties associated with the tasks that are accountable to them.  They may range over all the sub-committee works.

The Fundraising manager works closely with the budget sub-committee.  They will liaise with the stakeholder and keep records for the fundraising purposes. They will account for, bank and acquit the funds.

The sub-committees are:

Venue and OH&S

Speakers and protocol



Catering and special needs



Students will do the work of the committee/sub-committee at RMIT in the scheduled class.  The conference will be held at RMIT. It is expected that the student will read course materials indicated in the course guide/LMS concurrent with class delivery.


The tools that are to be used for managing conferences are found in the Cole textbook and LMS.  All conference documents and meeting templates are available in the LMS. Two planned excursions provide a context of a state-of-the-art conferencing facility in Melbourne, the Melbourne Conference and Exhibition Centre; and for meeting protocol the State Parliament of Victoria, where the student will observe both houses during sitting time.

The student will be assessed four times during the semester with continuous feedback provided in class by the teacher.


Marking Criteria/Guide

The student must demonstrate that they have all the required skills/knowledge/elements in the unit of competency they are studying.

The student will receive feedback on each assessment activity and they will be informed as to their progress of how well they are performing.

After achieving competency we then grade the performance in the unit and the student will receive one of the following grades:

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 in the LMS.


Assessment Matrix

Other Information

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 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.

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:

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:

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 resubmission.  Your teacher will provide feedback regarding what you need to do to improve and will set a new deadline for the resubmission. 

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 & re-submissions

Successful re-submissions will contribute a CAG only (Competency Achieved Grading) result to your overall grade for the course.

Course Overview: Access Course Overview