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Evidence Guide: BSBADM503 - Plan and manage conferences

Student: __________________________________________________

Signature: _________________________________________________

Tips for gathering evidence to demonstrate your skills

The important thing to remember when gathering evidence is that the more evidence the better - that is, the more evidence you gather to demonstrate your skills, the more confident an assessor can be that you have learned the skills not just at one point in time, but are continuing to apply and develop those skills (as opposed to just learning for the test!). Furthermore, one piece of evidence that you collect will not usualy demonstrate all the required criteria for a unit of competency, whereas multiple overlapping pieces of evidence will usually do the trick!

From the Wiki University

 

BSBADM503 - Plan and manage conferences

What evidence can you provide to prove your understanding of each of the following citeria?

Plan conference

  1. Confirm purpose, required outcomes and style of conference with conference convenor/s
  2. Confirm conference facilities requirements, budget, and preparation timeline with conference convenor/s
  3. Identify speakers/presenters and/or prepare a call for papers in accordance with conference purpose and style
  4. Draft conference program in line with stated purpose, and balance choice of program elements to allow outcomes to be achieved
  5. Select, invite and brief speakers in accordance with conference program
  6. Identify participant target group and project numbers in consultation with conference organisers
  7. Plan conference administration requirements and tasks, processes and resources to ensure efficient management of conference data and resources
Confirm purpose, required outcomes and style of conference with conference convenor/s

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Confirm conference facilities requirements, budget, and preparation timeline with conference convenor/s

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify speakers/presenters and/or prepare a call for papers in accordance with conference purpose and style

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Draft conference program in line with stated purpose, and balance choice of program elements to allow outcomes to be achieved

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Select, invite and brief speakers in accordance with conference program

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify participant target group and project numbers in consultation with conference organisers

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Plan conference administration requirements and tasks, processes and resources to ensure efficient management of conference data and resources

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Promote conference

  1. Establish a promotion strategy that reaches required number of target participants
  2. Prepare publicity material in accordance with promotion strategy and budget allocation/s, and despatch within designated timelines
Establish a promotion strategy that reaches required number of target participants

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Prepare publicity material in accordance with promotion strategy and budget allocation/s, and despatch within designated timelines

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Organise conference

  1. Make conference arrangements in accordance with booking lead times and budget allocation/s
  2. Record acceptances, receipt fees and confirm participants within designated timelines
  3. Identify and cater for participants’ specific needs
  4. Confirm program details and prepare conference papers in accordance with speakers’ requirements and conference timeline
  5. Despatch preconference information to participants within designated timelines
Make conference arrangements in accordance with booking lead times and budget allocation/s

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Record acceptances, receipt fees and confirm participants within designated timelines

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify and cater for participants’ specific needs

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Confirm program details and prepare conference papers in accordance with speakers’ requirements and conference timeline

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Despatch preconference information to participants within designated timelines

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Coordinate conference proceedings

  1. Check conference facilities to confirm they meet agreed requirements
  2. Register participants in accordance with planned registration procedures
  3. Communicate to participants any late changes to published program
  4. Make contingency arrangements to ensure smooth running of conference
  5. Ensure speakers’ schedules are managed and their conference requirements met throughout conference
  6. Manage administration requirements during conference in accordance with conference plan/schedule
Check conference facilities to confirm they meet agreed requirements

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Register participants in accordance with planned registration procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Communicate to participants any late changes to published program

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Make contingency arrangements to ensure smooth running of conference

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Ensure speakers’ schedules are managed and their conference requirements met throughout conference

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Manage administration requirements during conference in accordance with conference plan/schedule

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Follow up conference proceedings

  1. Record, report and/or follow up conference outcomes in accordance with organisational requirements
  2. Prepare conference papers for publication and distribution within designated timelines
  3. Post-conference correspondence is prepared and despatched within designated timelines
  4. Finalise receipts and payments, and acquit conference funds in accordance with organisational procedures and audit requirements
Record, report and/or follow up conference outcomes in accordance with organisational requirements

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Prepare conference papers for publication and distribution within designated timelines

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Post-conference correspondence is prepared and despatched within designated timelines

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Finalise receipts and payments, and acquit conference funds in accordance with organisational procedures and audit requirements

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

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

Required Skills and Knowledge

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