- BSBADM503B - Plan and manage conferences
Assessor Resource
BSBADM503B
Plan and manage conferences
Assessment tool
Version 1.0
Issue Date: April 2024
This unit 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.
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.
You may want to include more information here about the target group and the purpose of the assessments (eg formative, summative, recognition)
Employability Skills
This unit contains employability skills.
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.
The Evidence Guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package. | |
Overview of assessment | |
Critical aspects for assessment and evidence required to demonstrate competency in this unit | Evidence of the following is essential: undertaking appropriate preparations and investigations to identify conference requirements preparing required communications addressing contingency situations as they arise. |
Context of and specific resources for assessment | Assessment must ensure: access to office equipment and resources such as: reference material (conference venues, transport, accommodation, catering) necessary conference documentation relevant contact persons, including speakers, clients and management. |
Method of assessment | A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit: analysis of responses to case studies and scenarios demonstration of techniques direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate review of documentation authenticated documents from the workplace or training environment review of testimony from team members, colleagues, supervisors or managers. |
Guidance information for assessment | Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example: other general administration units. |
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.
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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. |
Required knowledge |
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. |
The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included. | |
Conference purpose may include: | expanding business contacts marketing of products networking presentation of findings/research professional development promotion training a mix of the above |
Conference style may include: | formal informal |
Conference convenor/s may include: | board of management steering committee supervisors/team leaders from different departments |
Conference facilities may include: | amenities audio-visual equipment catering computer equipment décor electronic whiteboards flip charts overhead projectors parking room size screens stationery |
Budget planning may include: | calculating any possible profits/deficits calculating expected cost of each task and arrangement limits set by the enterprise planning tools and resources (e.g. budget control charts, specific software) registration of Australian Business Number setting conference fees (if any) speakers' fees (if any) |
Program elements may include: | demonstrations plenary session/s practice session/s small groups video workshops a mix of the above |
Planning of administration requirements may include: | budgetary control cash management preparing evaluation questionnaires registration procedures |
Promotion strategy may relate to: | date, time and location of the conference number of participants attending providing adequate notice and coverage purpose and nature of the conference targeting relevant industry groups |
Publicity material may include: | brochures electronic advertising flyers information kits print advertising |
Conference arrangements may include: | accommodation catering consumables date equipment furniture room layout time travel venue |
Specific needs may include: | accommodation catering requirements relevant documents and reference material social/networking activities specific points of access and facilities for people with specific support needs specific equipment and resources |
Pre-conference information may include: | any changes to the conference program originally promoted confirmation of registration details of travel and accommodation pre-reading |
Registration procedures may include: | answering participant queries directing participants to conference facilities directing participants to session locations issuing conference information kits issuing name tags recording participant details |
Contingency arrangements may include: | additional supplies and resources alternative catering suppliers alternative conference venues alternative speakers alternative suppliers of transport and accommodation back-up equipment spare sets of documentation |
Managing administration requirements may include: | addressing specific needs/preferences of participants announcing breaks answering queries directing participants to appropriate rooms filling in checklists financial matters implementing contingency plans locating additional information/materials as required preparing and distributing conference evaluation questionnaires to participants recording absent participants |
Conference outcomes may include: | action list/s contribution to organisational reports follow on effects (e.g. increased enterprise profile, increase in enterprise product sales, improved staff performance) further meetings profit/loss recommendations results of analysis of conference questionnaires |
Post-conference correspondence may include: | financial follow-up / finalisation of accounts letter/s of thanks to speakers and contributors reports to relevant groups and individuals |
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 time line 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 the promotion strategy and budget allocation/s, and despatch within designated time lines | |||
| Make conference arrangements in accordance with booking lead times and budget allocation/s | |||
| Record acceptances, receipt fees and confirm participants within designated time lines | |||
| Identify and cater for participants' specific needs | |||
| Confirm program details and prepare conference papers in accordance with speakers' requirements and conference time line | |||
| Despatch pre-conference information to participants within designated time lines | |||
| Check conference facilities to confirm they meet agreed requirements | |||
| Register participants in accordance with planned registration procedures | |||
| Communicate to participants any late changes to the published program | |||
| Make contingency arrangements to ensure the smooth running of the conference | |||
| Ensure speakers' schedules are managed and their conference requirements met throughout the 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 time lines | |||
| 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
BSBADM503B - Plan and manage conferences
Assessment task 1: [title]
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Result: Competent Not yet competent
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Assessment Record Sheet
BSBADM503B - Plan and manage conferences
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Assessment task 1: [title] Result: Competent Not yet competent
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Feedback to student:
Overall assessment result: Competent Not yet competent
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