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Evidence Guide: BSBADM503B - 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

 

BSBADM503B - 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 time line 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 time line 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 the promotion strategy and budget allocation/s, and despatch within designated time lines
Establish a promotion strategy that reaches required number of target participants

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

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 time lines
  3. Identify and cater for participants' specific needs
  4. Confirm program details and prepare conference papers in accordance with speakers' requirements and conference time line
  5. Despatch pre-conference information to participants within designated time lines
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 time lines

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 time line

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Despatch pre-conference information to participants within designated time lines

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 the published program
  4. Make contingency arrangements to ensure the smooth running of the conference
  5. Ensure speakers' schedules are managed and their conference requirements met throughout the 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 the published program

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Make contingency arrangements to ensure the smooth running of the conference

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Ensure speakers' schedules are managed and their conference requirements met throughout the 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 time lines
  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 time lines

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

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.

Required Skills and Knowledge

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.

Range Statement

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