Assessor Resource

BSBADM503
Plan and manage conferences

Assessment tool

Version 1.0
Issue Date: March 2024


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.

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

You may want to include more information here about the target group and the purpose of the assessments (eg formative, summative, recognition)



Evidence Required

List the assessment methods to be used and the context and resources required for assessment. Copy and paste the relevant sections from the evidence guide below and then re-write these in plain English.

ELEMENT

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element.

1 Plan conference

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

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

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 preconference information to participants within designated timelines

4 Coordinate conference proceedings

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

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


Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assingnment, checklist) and due date here

Assessment task 1: [title]      Due date:

(add new lines for each of the assessment tasks)


Assessment Tasks

Copy and paste from the following data to produce each assessment task. Write these in plain English and spell out how, when and where the task is to be carried out, under what conditions, and what resources are needed. Include guidelines about how well the candidate has to perform a task for it to be judged satisfactory.

ELEMENT

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element.

1 Plan conference

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

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

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 preconference information to participants within designated timelines

4 Coordinate conference proceedings

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

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

Copy and paste from the following performance criteria to create an observation checklist for each task. When you have finished writing your assessment tool every one of these must have been addressed, preferably several times in a variety of contexts. To ensure this occurs download the assessment matrix for the unit; enter each assessment task as a column header and place check marks against each performance criteria that task addresses.

Observation Checklist

Tasks to be observed according to workplace/college/TAFE policy and procedures, relevant legislation and Codes of Practice Yes No Comments/feedback
Confirm purpose, required outcomes and style of conference with conference convenor/s 
Confirm conference facilities requirements, budget, and preparation timeline with conference convenor/s 
Identify speakers/presenters and/or prepare a call for papers in accordance with conference purpose and style 
Draft conference program in line with stated purpose, and balance choice of program elements to allow outcomes to be achieved 
Select, invite and brief speakers in accordance with conference program 
Identify participant target group and project numbers in consultation with conference organisers 
Plan conference administration requirements and tasks, processes and resources to ensure efficient management of conference data and resources 
Establish a promotion strategy that reaches required number of target participants 
Prepare publicity material in accordance with promotion strategy and budget allocation/s, and despatch within designated timelines 
Make conference arrangements in accordance with booking lead times and budget allocation/s 
Record acceptances, receipt fees and confirm participants within designated timelines 
Identify and cater for participants’ specific needs 
Confirm program details and prepare conference papers in accordance with speakers’ requirements and conference timeline 
Despatch preconference information to participants within designated timelines 
Check conference facilities to confirm they meet agreed requirements 
Register participants in accordance with planned registration procedures 
Communicate to participants any late changes to published program 
Make contingency arrangements to ensure smooth running of conference 
Ensure speakers’ schedules are managed and their conference requirements met throughout conference 
Manage administration requirements during conference in accordance with conference plan/schedule 
Record, report and/or follow up conference outcomes in accordance with organisational requirements 
Prepare conference papers for publication and distribution within designated timelines 
Post-conference correspondence is prepared and despatched within designated timelines 
Finalise receipts and payments, and acquit conference funds in accordance with organisational procedures and audit requirements 

Forms

Assessment Cover Sheet

BSBADM503 - Plan and manage conferences
Assessment task 1: [title]

Student name:

Student ID:

I declare that the assessment tasks submitted for this unit are my own work.

Student signature:

Result: Competent Not yet competent

Feedback to student

 

 

 

 

 

 

 

 

Assessor name:

Signature:

Date:


Assessment Record Sheet

BSBADM503 - Plan and manage conferences

Student name:

Student ID:

Assessment task 1: [title] Result: Competent Not yet competent

(add lines for each task)

Feedback to student:

 

 

 

 

 

 

 

 

Overall assessment result: Competent Not yet competent

Assessor name:

Signature:

Date:

Student signature:

Date: