Elements and Performance Criteria
- Plan conference
- 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
- Promote conference
- Organise conference
- 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
- Coordinate conference proceedings
- 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
- Follow up conference proceedings
- 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