business administration plan and manage conferences · flyer or some means of enabling delegates to...

Business Administration

Assignment ADM503B

Plan and Manage Conferences

BSBADM503B

Instructor: Dr. Nghia Trong Nguyen

E-mail: [email protected]

[email protected]

Student’s name: Ham Hoc Cham Class: DBA 12X BSBADM503B: Plan and Manage Conferences Date: May XX, 2012

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CONFERENCE PROJECT

BRIEF:

You are employed as an administrator in Ecotourism tourism Association. The Ecotourism Association has members that are in the tourism trade and run ecotourism tours throughout Australia. One of your responsibilities is to organise the annual conference.

This year, many global issues have come to the forefront of the tourism industry and our everyday lives. Climate change is now considered a major issue that will have ramifications for not only for the ecotourism industry but also our everyday lives. Themed, “Leading Global Challenges” the Conference will tackle these challenging issues and examine the path forward to sustainability.

A vibrant and entertaining social program will also be on offer to maximise networking opportunities for delegates.

This year’s Conference program will showcase South Australia’s unique regions and cultural assets.

International and national keynote speakers, informative and educating workshops, concurrent sessions and discussion panels will ensure that delegates have access to the latest information on climate change and other global issues currently facing the industry.

In 2012, one day of the conference will be dedicated to tourism operators with specific seminars designed to showcase practical and cutting edge innovations within the industry.

Ecotourism Australia’s 2012 National Conference will present a program relevant to its members plus all nature based and ecotourism operators, State and Regional Tourism Organisations, National Parks and Protected Area Managers, Government agencies, Guides, students and individuals.


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The budget will be $40,000. All the costs should be recouped through registrations or corporate sponsorship.

o The conference will be held in 7 weeks time

o The venue will be in Adelaide

o The duration will be for two days

o Plan for 100 participants

o Speaker’s fees and airfare will be covered by a grant from the association

o Speaker’s airfare is to be booked so they arrive one day before the conference and leave the day after the conference

o Accommodation for the speaker will be paid for from the budget of the conference

o Local speakers will be paid for from the budget of the conference

o You will report to a committee and are required to have the following tasks completed within the following time frame

o You will need to organise a dinner for the first day and arrange for entertainment.

CONFERENCE PROJECT

Task 1: Plan the conference – Due in Session 4 Task 2: Promote the conference – Due in Session 4 Task 3: Organise the conference – Due in Session 6


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Task 4: Co-ordinate the proceedings – Due in Session 7 Task 5: Follow up conference proceedings – Due in Session 7

TASK 1 – Plan the conference

Purpose & objectives of conference clarified

Appropriate budget estimate ($50,000 covered by sponsorship)

GANTT Chart for timelines

Draft program aligns with purpose

Relevant participants identified (i.e. professional groups, etc)

Time of conference arranged

Venue of conference- show specification listings of at least 3 venues

Source of speakers/presenters identified

Special needs of participants anticipated (eg diet, disability, technology)

Promotion – what, when, where, how why

TASK 2 – Promote the conference

An outline of your target audience

A list of magazines, journals, newspapers where you will place advertisements

A flyer to advertise the conference

Include on the GANNT chart when publicity

material will go out


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TASK 3 – Organise the conference

Program details –sample program with detailed sessions & break times

Entertainment – outline of functions planned, where, when, etc

Invite and brief speakers – write letters to invite and instruct re preparation, submission requirements, then a second letter to invite speakers, confirm dates, travel, accommodation, check in, program, any special needs (e.g. technology, diet, children, partner needs etc)

Invite participants –list of groups (names) covering letter or flyer or some means of enabling delegates to register, registration form

Confirm transport, venue and accommodation with airline/hotel –faxes or letters confirming dates, times, check in, etc

Special needs – a list of any special needs of delegates with an action column stipulating who will organize this, with whom

Registration procedures – letter of confirmation to delegates and instruction for registering on the day

TASK 4 – Co-ordinate conference proceedings

A detailed outline of registration procedures on the day for administration staff

Outline of contingency procedures- one speaker is unable to arrive until later in the day

Provide a checklist and staff allocation to cover the day’s proceedings


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TASK 5 – Follow up conference proceedings

Prepare a checklist to finalise payment for all services

Write a letter of thanks for presenters/speakers at the conference

Write an evaluation questionnaire to be given to delegates

Prepare a short report on questionnaire recommendations for future conference


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OUTLINE

PLANNING A CONFERENCE

Plan and Manage Conferences Introduction. Try to find a conference which is relevant or of interest to you/your business. http://www.onlineevents.com.au/ is a good website for finding conferences in Australia and New Zealand. TASK 1.1 Confirm purpose, required outcomes and style of conference

with conference convenor/s.

Task 1.1.1 For your Conference Portfolio write a report. State what you plan for

your Conference. Confirm the purpose of the conference, what it is you hope to achieve at your conference. The Style and theme for the conference and give details of how you plan to carryout this theme.

Task 1.1.2 Think about your logo for the conference that you are planning. In your

teams Conference planning folder put a copy of your logo and state how you are going to use the logo. This logo must now be shown on all your documentation.

Task 1.1.3 Develop a draft check list of things that need to be done for your

conference – allocate tasks to members of your team. Convert this checklist into either a Gantt chart or develop a to-do-list with dates for completion and people allocated to tasks.

http://www.onlineevents.com.au/


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Task 1.2 Confirm conference facilities requirements, budget and preparation time line with conference convenor/s.

The importance of the meeting venue cannot be overstated. The physical appearance of location – its facilities, ambience and personnel, can contribute to the success or failure of an event. There are many considerations to take into account when making this decision.

The room size Amenities and décor Furniture and its arrangements Lighting Power outlets Equipment Stationery Catering arrangements Parking

TASK 1.2.1 Develop your own venue checklist (you can modify the one in the Selecting the Venue document from your readings) for your Conference. This needs to cater for the number of people you anticipate to attend the conference. Are the attendees going to stay there or is there somewhere else they can stay that is near to the venue. What are you planning for the program – can the venue accommodate what you plan? Ensure that your checklist is as accurate as you can make it. Submit this work in your planning folder.

TASK 1.2.2 Research venues in the area where you want your Conference to be held. Using your check list for these venues select three that meet your needs. Print off any relevant information and keep copies in your planning folder. State the estimated cost and write a memo to your lecturer to obtain confirmation that this venue is suitable.

NOTE: If your conference is going to have a social function you may wish to start looking for a venue for this also. You may/or may not wish to have the function at the same venue.

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TASK 1.2.3 Organise for your team to go and visit the venue and speak to the venue organiser. You will need to prepare a presentation to the class with regards to the venue that you have selected. This needs to be ready to be presented in session 4.

TASK 1.2.4 Draft a letter to the venue, making a booking for the date of your conference. State your requirements confirm the price (and make a virtual deposit if this is a requirement of your booking.)

Estimating costs. The costs or budget allocated for the conference should be established and confirmed before any arrangements are made.

TASK 1.2.5 Draw up a rough budget estimate for the conference. This should contain expected cost of each task or requirement such as:

Expenses – costs or outgoings

Venue hire Hire, delivery and set-up of equipment Catering Stationery and brochure design and printing Advertising and mail outs Travel and accommodation Information kits Printing of program and abstracts Speakers’ fees (if any) Gifts for speakers Incidentals (name tags, satchels, pads, pens, flowers, signs etc)

Income A decision should be made very early about setting a conference fee (where appropriate) and the amount that will be charged.

Submit the budget draft to your lecturer for approval. Keep a copy in your planning folder. You will need to keep updating this budget and submit your final costs in week 7.


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TASK 1.2.6 Research who would be a good sponsor(s) for the conference. Make a list. Draft a letter asking for their willingness to sponsor your conference and listing what you can do for them if they decided to do so. Put a copy in your planning folder.

Task 1.3 Organising Speakers &/or presenters Read: Guest Speakers.doc. Use this information to complete the following tasks that should be included in

your planning folder:

TASK 1.3.1 Research and find guest speakers who you believe would be good to attend your conference. Make a list of the speakers who your group think would be ideal for your conference. Put this draft list in your portfolio.

TASK 1.3.2 Prepare a call for papers in accordance with conference purpose and style. This should be in the form of a draft email that could be sent. Give details in your planning folder of who you would send this email to.

Task 1.4 Draft conference program in line with stated purpose, and balance choice of program elements to allow outcomes to be achieved.

Once the purpose and style of the conference have been clarified, a program for the conference needs to be drafted, bearing in mind the required outcomes. The draft should be appropriate to the stated purpose of the conference, and the various elements of the program balanced so that an interesting range of sessions is offered. The arrangement of the program should also allow adequate time for each main topic.


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TASK 1.4.1 Do a web search on the word “conference program”. Select a conference program which is relevant or of interest to you/your business, where possible.

Each member of your team to select one conference and print off a copy of the program:

Give a brief description about what the conference is for. The conference program document lists a variety of session

types. Comment on how the conference program that you have selected has managed to achieve an interesting program to meet the needs of the participants.

Comment on the other information it contains ie any entertainment, accommodation, guest/key note speakers etc.

Print off any relevant information and put individual work in your Planning Folder WITH STUDENT’S NAME ON IT.

TASK 1.4.2 Now it is your turn team’s turn to draft a program that you can use for the conference. Submit this to your lecturer for confirmation.

Task 1.5 Select, invite and brief speakers in accordance with conference program

TASK 1.5.1 Draft a letter to approach the guest speakers that you have selected. Give them an idea of what you want them to talk about, how long for, and approximately what time. Give them a good reason for attending the conference. If they come from interstate you may have to state how you will get them there and what costs you will cover.

TASK 1.5.2 Draft two letters. One for those that were successful in being accepted to speak at the conference, telling them that you will be contacting them shortly to confirm their requirements. The other draft is for those that were not successful. Thank them for their offer to present at the conference but we may keep their proposal for future conferences.


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Task 1.6 Identifying participant target group and project numbers in consultation with conference organisers. If the conference is an ‘in-house’ function – that is, one involving only employees of the company and perhaps invited speakers – then the identities and number attending will be easy to calculate with almost total accuracy. If the conference is a formal affair, either large or small, with invited delegates from various branches of a company or organisation, then the identities and number attending will be easy to calculate with almost total accuracy. Your conference will be for approximately 100 people unless otherwise stated in your assessment project.

TASK 1.6.1 For your conference, identify participant target group. Write a list of the target group(s) and put these details in your planning folder.

Task 1.7 Plan conference administration requirements and tasks, processes and resources to ensure efficient management of conference data and

resources. To ensure efficient management of the conference data and resources, administration requirements may include some or all of the following:

Conference web page Registration procedures Cash management and budgetary control Preparation of evaluation questionnaires.

Organising travel and accommodation Since your delegates come from around the state you will need to arrange for travel and accommodation. This will also include travel and accommodation for your guest speakers.

TASK 1.7.1 Research accommodation options for your delegates. See if you can obtain discounts for those delegates. You will need this information for the brochure and registration papers.


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Note: Refer to your assessment project for any specific travel/accommodation tasks that your team may have to arrange and ensure that if needed, that this is completed and submitted with your work.

Registration Procedures Complete the following tasks:

TASK 1.7.2 Do a web search on the word “conference registration form”. Select a conference registration form which is relevant or of interest to you/your business, where possible

Consider if the registration form would be a good registration form and whether it contains all of the necessary information a registration form should contain. Print off at least two samples for your Planning and Managing a Conference Resource folder.

TASK 1.7,3 Prepare a registration form for your Conference. Don’t forget to ask if there are any special requirements for the delegate, such as large print, wheelchair entrance and accommodation, vegetarian etc.

IT IS NOW TIME TO GO OVER YOUR WORK AND CHECK THAT YOU HAVE COMPLETED THE REQUIREMENTS FOR

TASK 1. SUBMIT YOUR TEAM’S CONFERENCE PLANNING FOLDER FOR ASSESSMENT PURPOSES AND GET FEED BACK FROM YOUR LECTURER.

PROMOTING THE CONFERENCE


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Task 2.1 Establish a promotion strategy that reaches required number of target participants.

TASK 2.1 Prepare a draft promotional strategy for your conference. Prepare a Gantt chart or “To do” list with timelines and allocation of tasks for your promotional strategy. Include these in your planning folder.

Task 2.2 Publicity material is prepared in accordance with the promotion strategy and budget allocation/s.

TASK 2.2 Now that you have done your research it is time for you to prepare the publicity material(s) for your conference. This should be in accordance with the promotion strategy and budget allocation/s, and dispatch within designated time lines. These need to be included in your planning folder.

NOTE: Check your assessment project to see if there are any other materials that need to be produced to include in your promotional pack.

TASK 2.3 Prepare and put a sample of what you are going to send your delegates in your planning folder.

IT IS NOW TIME TO GO OVER YOUR WORK AND CHECK THAT YOU HAVE COMPLETED THE REQUIREMENTS FOR TASK 2.

SUBMIT YOUR TEAM’S CONFERENCE PLANNING FOLDER FOR ASSESSMENT PURPOSES AND GET FEED BACK FROM YOUR LECTURER.


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ORGANISING THE CONFERENCE

MAKE CONFERENCE ARRANGEMENTS IN ACCORDANCE WITH BOOKING LEAD TIMES

AND BUDGET ALLOCATION/S.

TASK 3.1 Draft the layout of your venue. Arrange how your delegates will be seated. Where will they be welcomed and registered. What are you going to give them, papers, conference bags etc? How are you going to decorate your venue? List any other resources needed.

TASK 3.2 State how you are going to incorporate your theme into how the conference is set out. Are there any props that you may need?

TASK 3.3 Prepare a To Do List for the day of your conference and also prepare a list of things you need to take with you to the venue on the day of the conference.

TASK 3.4 Prepare name badges for your delegates. Put a sample in your planning folder.

TASK 3.5 Draft a letter to delegates that have responded and are coming to the conference. Thank them for their acceptance to attend the conference, tell them how to get there and to register 30 minutes before the start time.

TASK 3.6 Draft a second letter for those who have not responded to the initial invitation to the conference and re-state the benefits of coming to the conference. State if there are going to be any late fee charges.

TASK 3.7 Prepare what you are going to give to your attendees when they arrive. Are you going to give them a registration pack? If so, what will be in the pack. Make sure this is included in your budget.


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IT IS NOW TIME TO GO OVER YOUR WORK AND CHECK THAT YOU HAVE COMPLETED THE REQUIREMENTS FOR TASK 3.

SUBMIT YOUR TEAM’S CONFERENCE PLANNING FOLDER FOR ASSESSMENT PURPOSES AND GET FEED BACK FROM YOUR LECTURER.

COORDINATING THE CONFERENCE

TASK 4.1 Draft registration procedures for the staff that will be at the registration desk when the delegates arrive.

TASK 4.2 Things do not always go as planned. Brainstorm with your group, and make a list of things that can go wrong. Make contingency arrangements to ensure the smooth running of the conference. Include this in your planning folder.

TASK 4.3 Ensure speaker’s schedules are managed and their conference requirements met throughout the conference. Allocate a person in your team to look after your speaker’s. Create a "To do list" for this person and include this in your planning folder.

TASK 4.4 From your program draw up a draft of who is going to present the speaker’s/workshop facilitators. Prepare a short introduction to the speaker/facilitator to introduce them and then prepare a short thank you spiel for when they have finished. What are you going to give them for doing their presentations? Make sure this is included in your budget.

TASK 4.5 You are required to prepare a welcome speech for the commencement of the Conference. Research what needs to be included in this type of speech before you commence.

TASK 4.5 Brainstorm with your group and list any administration requirements that may need to be attended to during conference. Give details of how your team will handle this. Place in your planning folder.


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IT IS NOW TIME TO GO OVER YOUR WORK AND CHECK THAT YOU HAVE COMPLETED THE REQUIREMENTS FOR

TASK 4. SUBMIT YOUR TEAM’S CONFERENCE PLANNING FOLDER FOR ASSESSMENT PURPOSES AND GET FEED BACK FROM YOUR LECTURER.

FOLLOWING UP CONFERENCE PROCEEDINGS

Once you have completed your conference you need to collect data on how successful your conference was. TASK 5.1 Brainstorm with your team and develop strategies for:

o Collecting evaluation data of your conference. o Recording conference outcomes o Conference papers and presentations – how will people who

were not able to attend the conference get access to these o Thanking all those who contributed to the conference o Finalising receipts and payments and acquitting conference funds.


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Competency Checklist: The following table represents the Unit of Competency Checklist, which will record your evidence of competency as required by this unit of competency. Your lecturer will retain a copy of the Unit of Competency Checklist for resulting purposes.

Successfully completed

Task No Task Details

Meets Performance

Criteria Assessor initials Date

1 Plan details of the conference

2 Promote conference

3 Organise conference

4 Co-ordinate conference proceedings

5 Follow up conference proceedings


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HƯỚNG DẪN NỘP BÀI

Nộp bài môn Management 5 gồm hai Unit: BSBADM502B,

BSBADM503B bằng 3 cách: Giấy in đóng bìa, đĩa CD và gửi email: o [email protected] như hướng dẫn cho lớp DBA 12A1. o [email protected] như hướng dẫn cho lớp DBA 12A2.

Tham khảo Website: http://tsnghia.wordpress.com/dba12.

Lưu ý trên điã CD đặt FOLDER là tên sinh viên và lớp, tên FILE là tên

sinh viên, lớp và mã môn học .

Ví dụ: FOLDER: TranVanSinhVien_12X,

Tên FILE: TranVanSinhVien_12X_ADM503B.doc

Sử dụng MS Word, font chữ: Arial, cỡ chữ: 12, canh lề trái (Left Alignment), chừa lề trái 1,5 inches, lề phải 1inch, lề trên 1 inch, lề dưới 1 inch, Header and Footer 0,5 inch.

Trong Header có ghi tên sinh viên, lớp, mã môn học kèm tên môn học,

ngày tháng năm nộp bài. Bài làm phải có trang bìa (cover sheet), có cước chú tài liệu sử dụng ỏ

phần Footnote, có trang tài liệu tham khảo tổng hợp ở cuối bài làm theo hệ thống tham khảo tài liệu của Harvard (Havard Referencing System).

Hạn chót nộp bài:

13h00 30/05/2012 tại phòng C.2.02 cho lớp DBA12A1. 13h00 29/05/2012 tại phòng C.2.02 cho lớp DBA12A2.

Không giải quyết cho bất cứ trường hợp nào sinh viên nộp trễ. Đây là

qui định bắt buộc của Khoa Quốc Tế.

Thầy Tiến Sĩ Nguyễn Trọng Nghĩa Trưởng Bộ Môn Quản Trị Kinh Doanh Phó Trưởng Khoa Khoa Quốc Tế Trường Đại Học Công Nghiệp TP.HCM

mailto:[email protected]

mailto:[email protected]

http://tsnghia.wordpress.com/dba12

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