BSBADM503 Final Paper

Aventia Institute
RTO No:41418
Student Assessment Tasks
BSBADM503 Plan and manage conferences
1
Table of Contents
Table of Contents 2
Assessment Information 3
Assessment Instructions 5
Student Assessment Agreement 7
Assessment Task 1 Cover Sheet 8
Assessment Task 1: Written Questions 9
Assessment Task 1 Instructions Error! Bookmark not defined.
Assessment Task 1 Checklist 14
Assessment Task 2: Conference planning project 18
Assessment Task 2 Instructions 20
Assessment Task 3: Conference coordination and evaluation project 33
Assessment Task 3 Instructions 35
2
Assessment Information
The assessment tasks for BSBADM503 Plan and manage conferences are included in this Student
Assessment Tasks booklet and outlined in the assessment plan below.
To be assessed as competent for this unit, the student must complete all of the assessment tasks
satisfactorily.
Assessment Plan
Assessment Task Overview
Students must provide written responses to theory
1. Written questions
questions
2. Conference planning project Students must plan for a conference
3. Conference coordination and follow Students must coordinate the conference and then follow
up project up from conference proceedings
Assessment Preparation
Please read through this assessment thoroughly before beginning any tasks. Ask your assessor for
clarification if you have any questions at all.
When you have read and understood this unit’s assessment tasks, print out the Student Assessment
Agreement. Fill it out, sign it, and hand it to your assessor, who will countersign it and then keep it on file.
Keep a copy of all of your work, as the work submitted to your assessor will not be returned to you.
Assessment appeals
If you do not agree with an assessment decision, you can make an assessment appeal as per Aventia
Institute’s assessment appeals process.
Students have the right to appeal the outcome of assessment decisions if they feel they have been dealt
with unfairly or have other appropriate grounds for an appeal.
Additional Resources
The following resources will be given to you before you begin each Assessment Task.
Assessment Task 2
 Conference Plan Brief Template
Assessment Task 3
 Conference Venue Checklist
 Conference evaluation forms
 Conference expenditure details
3
4
Assessment Instructions
Each assessment task in this booklet consists of the following:
Assessment Task Cover Sheet

This must be filled out, signed and submitted together with your assessment responses.
If you are submitting hardcopy, the Cover Sheet should be the first page of each task’s submission.
If you are submitting electronically, print out the cover sheet, fill it out and sign it, then scan this and
submit the file.
The Assessment Task Cover Sheet will be returned to you with the outcome of the assessment, which will
be satisfactory (S) or unsatisfactory (U). If your work has been assessed as being not satisfactory, your
assessor will include written feedback in the Assessment Task Cover Sheet giving reasons why. Your
assessor will also discuss this verbally with you and provide advice on re-assessment opportunities as
per
Aventia Institute’s re-assessment policy.
Depending on the task, this may include

 resubmitting incorrect answers to questions (such as short answer questions and case studies)
 resubmitting part or all of a project, depending on how the error impacts on the total outcome of
the task
 redoing a role play after being provided with appropriate feedback about your performance
 being observed a second (or third time) undertaking any tasks/activities that were not
satisfactorily completed the first time, after being provided with appropriate feedback.
Assessment Task Information

This gives you:
 a summary of the assessment task
 information on the resources to be used
 submission requirements
 re-submission opportunities if required
Assessment Task Instructions

These give questions to answer or tasks which are to be completed.
Your answers need to be typed up using software as indicated in the Assessment Task Instructions.
Copy and paste each task’s instructions into a new document and use this as the basis for your
assessment task submission. Include this document’s header and footer.
If you are submitting electronically, give the document a file name that includes the unit identification
number, the task number, your name and the date.
Checklist
This will be used by your assessor to mark your assessment. Read through this as part of your
preparation before beginning the assessment task. It will give you a good idea of what your assessor will
be looking for when marking your responses. 5
6
Student Assessment Agreement
Make sure you read through the assessments in this booklet before you fill out and sign the agreement
below.
If there is anything that you are unsure of, consult your assessor prior to signing this agreement.
Have you read the assessment requirements for this unit?  Yes  No
Do you understand the requirements of the assessments for this unit?  Yes  No
Do you agree to the way in which you are being assessed?  Yes  No
Do you have any specific needs that should be considered?  Yes  No
If so, explain these in the space below.
Do you understand your rights to re-assessment?  Yes  No

Do you understand your right to appeal the decisions made in an assessment?  Yes  No
Student name
Student number
Student signature
Date
Assessor name
Assessor signature
Date
7
Assessment Task 1 Cover Sheet
Student Declaration
To be filled out and submitted with assessment responses
 I declare that this task is all my own work and I have not cheated or plagiarised the work or colluded
with any other student(s).
 I understand that if I If I am found to have plagiarised, cheated or colluded, action will be taken
against me according to the process explained to me.
 I have correctly referenced all resources and reference texts throughout these assessment tasks.
Student name
Student ID number
Student signature
Date
Assessor declaration
 I hereby certify that this student has been assessed by me and that the assessment has been carried
out according to the required assessment procedures.
Assessor name
Assessor signature
Date
Assessment outcome S NS DNS Resubmission Y N
Feedback
Student result response

 My performance in this assessment task has been discussed and explained to me.
 I would like to appeal this assessment decision.
Student signature
Date
A copy of this page must be supplied to the office and kept in the student’s file with the evidence.
8
Assessment Task 1: Written Questions
Task summary
 This is an open book test.
 Students need to answer all of the written questions correctly.
 Questions must be completed within 1 hour.
 Answers must be word processed and sent to your assessor as an email attachment.
Required
 Access to textbooks/other learning materials
 Computer and Microsoft Office
 Access to the internet
Timing
The assessor will advise you of the due date of this submission.
Write in the due date below as advised by your assessor:
Submit
 Answers to all questions
Assessment criteria
All questions must be answered correctly in order for a student to be assessed as having completed the
task satisfactorily.
Re-submission opportunities
If a student submits work that is not satisfactory, the assessor will provide written feedback explaining
why, as well as timelines for resubmission.
9
Written answer question guidance
The following written questions use a range of “instructional words” such as “identify” or “explain”, which
tell you how you should answer the question. Use the definitions below to assist you to provide the type of
response expected.
Note that the following guidance is the minimum level of response required.
Analyse – when a question asks you to analyse something, you should do so in in detail, and identify
important points and key features. Generally, you are expected to write a response one or two
paragraphs long.
Compare – when a question asks you to compare something, you will need to show how two or more
things are similar, ensuring that you also indicate the relevance of the consequences. Generally, you are
expected to write a response one or two paragraphs long.
Contrast – when a question asks you to contrast something, you will need to show how two or more
things are different, ensuring you indicate the relevance or the consequences. Generally, you are
expected to write a response one or two paragraphs long.
Discuss – when a question asks you to discuss something, you are required to point out important issues
or features, and express some form of critical judgement. Generally, you are expected to write a response
one or two paragraphs long.
Describe – when a question asks you to describe something, you should state the most noticeable
qualities or features. Generally, you are expected to write a response two or three sentences long.
Evaluate – when a question asks you to evaluate something, you should do so putting forward
arguments for and against something. Generally, you are expected to write a response one or two
paragraphs long.
Examine – when a question asks you to examine something, this is similar to “analyse”, where you
should provide a detailed response with key points and features and provide critical analysis. Generally,
you are expected to write a response one or two paragraphs long.
Explain – when a question asks you to explain something, you should make clear how or why something
happened or the way it is. Generally, you are expected to write a response two or three sentences long.
Identify – when a question asks you to identify something, this means that you are asked to briefly
describe the required information. Generally, you are expected to write a response two or three
sentences long.
List – when a question asks you to list something, this means that you are asked to briefly state
information in a list format.
Outline – when a question asks you to outline something, this means giving only the main points,
Generally, you are expected to write a response a few sentences long.
Summarise – when a question asks you to summarise something, this means (like “outline”) only giving
the main points. Generally, you are expected to write a response a few sentences long.
10
Provide answers to all of the questions below:
1. Summarise key steps that an organisation should follow when planning and managing a
conferencce, ensuring that you briefly describe each of the key steps .
1.
Step 1: Decide on a theme
Step 2: Assemble your A-team
Step 3: Prepare a budget & business plan
Step 4: Find sponsors & grants [optional]
Step 5: Settle on a date
Step 6: Book the venue
Step 7: Arrange catering & other vendors [optional]
Step 8: Line up your speakers
2.
2. Summarise the key responsibilities of a conference convenor employed by an organisation to
plan and manage a conference.
3.
The Conference Convenor is responsible for the planning, management, and delivery of the
annual Project Management Conference
3. Summarise at least three key requirements for following up after a conference.
4.
5.
Input Leads into Your CRM
It may take time, but as soon as you return, have all of the information you collected input into
your CRM. If your collection includes a stack of business cards, apps are available that can scan
your cards and even automatically import them into certain CRMs. This will speed up your input
so that you can act swiftly in the critical days following your conference.
Segment Leads
Even if you’ve collected thousands of names, you’ll need to be able to personalize each
interaction for better results. The right marketing automation software can help you segment
your lists so that different messages are crafted to fit each group. Those who attended your
session, for instance, might get one email, while those who simply signed up at your booth
would get another.
Send a Polite Email

Before you blast messages to every conference attendee, consider any personal connections your
business might have made. Those leads should receive a customized email mentioning specifics
from your conversations. For your email blast, be sure you mention the conference in the subject
line to make sure it stands out. Picture your recipients scrolling through an inbox filled with
spam and find a way to stand out.
11
Research Prospects
Before you start making phone calls to schedule pitches, take the time to carefully research each
one. Note any information that might indicate a need for what your business offers. Also note
personal interests and other aspects of each contact person that might give you a common
ground. Even something as small as a shared love of a certain type of coffee can start the
conversation on the right note.
Schedule Calls
The conference creates the perfect intro for your follow-up call. Let prospects know you enjoyed
meeting them at the recent event and offer to schedule a time to show what you can do for them.
For best results, plan an audit that you offer to everyone who attended your session or visited
your booth. They see this as primarily a benefit, but you get the chance to demonstrate how you
can improve things for them.
Continue to Check In
While you don’t want to be a pest, don’t give up if you don’t get an immediate “no.” Make a
note to check in every couple of weeks to request a meeting or go over budget figures. It’s
important to learn to recognize the difference between a cold, warm, and hot lead and continue to
follow up with those who might eventually become customers.
Follow on Social Media

Even if your leads don’t choose to convert today, remaining in contact can benefit you in the
long run. Follow them on sites like LinkedIn and Twitter and continue to look for chances to
occasionally interact with them. Share and comment on their posts in a natural, professional
manner. This will help keep you in the back of their minds, which could come in handy if
someday they decide they need services like yours.
4. Outline two tools that can be used to manage conferences.
Super Planner.
This technology helps the management of the company by conducting the conferences online
internationally without any complications.
CamScanner.
CamScanner helps the management of the company by conducting the conferences online
internationally without any complications.
6.
5. Explain the importance of establishing a project budget for a conference.
The budget needs to be discussed extensively, because if it is tight, then alternative solutions can
be suggested to suit the expenditure. A cost constraint should be established before a project is
carried out. This will avoid disappointment on the part of the client.”
Sticking to a strict budget also encourages the event planner to consider possible problems
12
before they arise, so that there is a viable solution, should they occur. A thorough consultation
with the technical team is vital, so that the client has an understanding of the costs that will be
incurred in order to achieve the desired concept.
6. Explain four essential budgeting strategies that can be used for projects such as planning and
managing a conference.
7.
 Subtraction Budgeting. Subtraction budgeting is probably the easiest form of budgeting that
there is. This helps the management of the company to conduct the budgeting process of the
company more accurately and feasibly
 Cash Budgeting. One challenge that people sometimes have with budgetingis that the money
isn't directly in their hands. This helps the management of the company to conduct the budgeting
process of the company more accurately and feasibly
 Proportional Budgeting. This helps the management of the company to conduct the budgeting
 Two Bank Budgeting. This helps the management of the company to conduct the budgeting
 Automatic Budgeting.
7. Identify two techniques that can be used for planning conferences.
Creating a Business Plan
Unless your conference is being funded by a grant or organization, you are going to need to map
out where your money is coming from and what it is being used for. The first part of this
equation, the revenue, should be calculated early in the planning process.
Comparing Venues and Services
After you have a more specific idea about when your conference will take place and how many
people you want to attend, you can then begin to shop for an appropriate venue. Keep in mind
that your venue selection will also determine your catering and audio/visual costs. This is
because most conference centers and event hotels require you to use their in-house services for
any on-site events.
8.
8. Identify a technique for setting milestones as part of planning a conference. Explain why
milestones are important as part of a conference planning.
Milestone planning is one of the most important aspects of project planning, because project
milestones are the most visible indicators of project progress. Milestones typically mark critical
decision points, the completion of major project tasks and the ends of various project phases.
Senior stakeholders who are not involved in the project on a daily basis become more engaged
13
and attentive as milestones approach. In some cases, milestones even determine when payments
are sent to vendors and contractors.
Assessment Task 1 Checklist
Student’s name:
Completed
Did the student provide a sufficient
successfully Comments
and clear answer that addresses the
suggested answer for: Yes No
Question 1
Question 2
Question 3
Question 4
Question 5
Question 6
Question 7
Question 8
Task Outcome: Satisfactory  Not Satisfactory 
Assessor signature
Assessor name
14
Student’s name:
Completed
Did the student provide a sufficient
and clear answer that addresses the
suggested answer for: Yes No
Date
15
Student Declaration
 I declare that this task is all my own work and I have not cheated or plagiarised the work or
colluded with any other student(s).
 I understand that if I If I am found to have plagiarised, cheated or colluded, action will be
taken against me according to the process explained to me.
 I have correctly referenced all resources and reference texts throughout these assessment
tasks.
Student name
Student ID number
Student signature
Date
 I hereby certify that this student has been assessed by me and that the assessment has been
carried out according to the required assessment procedures.
Assessor name
Assessor signature
Date
Feedback

Student signature
Date
16
A copy of this page must be supplied to the office and kept in the student’s file with the
evidence.
17
Assessment Task 2: Conference planning project
Task summary
This assessment task requires you in the role of the Administration Manager for Management
Networks to plan a conference.
This task is to be completed in the simulated work environment at your RTO. Your assessor will
observe your performance during the meeting to be conducted as part of this assessment task and
you will be required to submit all other written work for assessment.
Required
 Computer with Microsoft Office or similar installed
 Meeting space
 Pen and paper to take notes or laptop
 Access to the Internet for research and to access sources of information about conference
venues, transport, accommodation and catering and potential conference speakers, for
example:
o https://venuemob.com.au/conference-venues
o https://www.conferencespeakersaustralia.com.au/speakers
Timing
Submit
 Completed conference plan brief
 Email to venue
 Email to speakers
 Conference flyer
 Conference papers
 Conference registration list
 Email to participants confirming participation
 Email to participants with conference papers
 Conference evaluation form 18
Assessment criteria
Students must complete all of the activities listed and will be assessed against the assessment
criteria included in the checklist included with this task.
If a student submits work that is not satisfactory, the assessor will provide written feedback
explaining why, as well as timelines for resubmission.
19
Assessment Task 2 Instructions
Carefully read the following:
You are the Administration Manager for Manager Networks, an organisation who provides
networking events for business people across Australia.
The company runs regular networking events but has now decided to start an annual conference
event focussing on an area of business considered to be of key importance.
As the Administration Manager for the company, you have been asked by the CEO to plan and
organise the conference.
Complete the following activities:
9. The first part of this assessment requires you to participate in a meeting with the CEO (role-played by
your assessor) to plan the conference.
10. Your assessor will advise you of the date and time of the meeting. Prior to the meeting, prepare and
write down a series of questions to ask at the meeting to help you to plan the conference.
11. Your questions will need to address as a minimum the following items so as to determine conference
requirements:
 Purpose of the conference

 Style – formal or informal
 Outcomes of the conference
Bring along a pen and paper to the meeting or your laptop to take notes. You will need to use
these notes in the next part of the assessment.
Answer
First, it is imperative to have a brief of the convention requirements. Most important here are the
expectations those you will be planning the meeting on their behalf. As a result, one must
consider studying the brief before beginning the planning process. Afterward, you will go ahead
to ascertain the purpose, the expected output, and conference style with the help of the convener.
On top of that, consider constituting a planning team to spearhead the planning process. Assign
specific duties to the team members to discuss with them the objectives as well as the steps to
take to make sure that conference will surpass the expectations of the clients. Keep in mind that
purpose identification should take place before any conference considering that the purpose will
determine the organizing procedures.
20
12.
13. Now participate in the meeting with the CEO (your assessor) to discuss the conference.
14. During the meeting, you will be required to demonstrate effective communication skills, which you will
be assessed on including:
 asking and responding to questions

 active listening techniques.
 effective non-verbal communication to assist with understanding.
At the conclusion of the meeting, ensure you verbally summarise the information provided to
confirm the initial discussion about the conference.
Answer
Segment Leads
would get another.
Send a Polite Email

Research Prospects
21
15. Following the meeting, you will be required to develop a Conference Plan Brief that confirms the
conference requirements as discussed at the meeting and describes your plan for the conference,
Use the Conference Plan Brief Template.
16. The Conference Plan Brief that you develop must be written in clear and concise English. As a guide,
your brief will be 2 to 3 pages.
17. The document should address the following:
a. Confirm the purpose, style and outcomes of the conference as per the meeting
discussion.
b. Based on the conference requirements, details of at least two venues that could
be used for the conference.
c. Recommended speakers based on discussion with CEO and research
conducted.
d. Draft conference program as per the purpose and outcomes provided. This
should also include the speakers name against each conference session.
e. Outline of participant profile based on the information provided at the
meeting.
f. Confirmation of budget allocation and timeline, as well as proposed
registration fees.
g. Conference Action Plan that sets out tasks to be completed prior to the
conference.
h. Promotion strategy to be adopted to ensure identified number of participants is
achieved.
i. Registration procedures to be followed at the conference.
When you have completed the conference plan brief, send it via email to the CEO (your
assessor) for feedback. Your assessor will advise you of any feedback and give you approval to
proceed to organising the conference. The approval will also include confirmation of one of the
venues you suggested.
Answer
18. Promote and organise conference
Assume that you have received approval to promote and organise the conference noting the
following information:
 You need to book the venue as per the agreed arrangements. This needs to be done
immediately so as to ensure that the required venue is booked.
22
 Assume that the five speakers you have identified have been approved and you are
required to contact the speakers to confirm all of the arrangements including conference
details and travel arrangements, as well as payment arrangements and a request for a
summary of the topic they will be speaking on.
 As part of the identified promotion strategy, you have been asked to prepare a flyer about
the conference to send out to the organisation’s contacts. This should be at least one page,
include all key information about the conference, as well as contact details. It should
include images to create interest and attention plus the company logo.
Now complete the following tasks:
a) Prepare and send an email to the conference venue providing full details of the
conference and facilities and equipment required, as well as accommodation
requirements. Send the email to your assessor. Your assessor in the role of the
conference venue will email you back to confirm the arrangements.
b) Prepare and send an email to the identified conference speakers as per the requirements
indicated. Develop a generic email that could be sent all speakers assuming that each
speaker will be accommodated on the night before the conference and will be paid an
amount as per the budget developed. Send a copy of the email to your assessor.
c) Prepare flyer as indicated above. When you have completed your flyer, email it out to the
organisation’s contacts (this will be your assessor). The email should include a short
summary of the conference. It should be professional presented and error free.
Answer
First, it is imperative to have a brief of the convention requirements. Most important here are the
expectations those you will be planning the meeting on their behalf. As a result, one must
consider studying the brief before beginning the planning process. Afterward, you will go ahead
to ascertain the purpose, the expected output, and conference style with the help of the convener.
On top of that, consider constituting a planning team to spearhead the planning process. Assign
specific duties to the team members to discuss with them the objectives as well as the steps to
take to make sure that conference will surpass the expectations of the clients. Keep in mind that
purpose identification should take place before any conference considering that the purpose will
determine the organizing procedures.
19. 23
Segment Leads
would get another.
Send a Polite Email

Research Prospects
Schedule Calls
The conference creates the perfect intro for your follow-up call. Let prospects know you enjoyed
meeting them at the recent event and offer to schedule a time to show what you can do for them.
For best results, plan an audit that you offer to everyone who attended your session or visited
your booth. They see this as primarily a benefit, but you get the chance to demonstrate how you
can improve things for them.
Continue to Check In
follow up with those who might eventually become customers.
Follow on Social Media

Even if your leads don’t choose to convert today, remaining in contact can benefit you in the
long run. Follow them on sites like LinkedIn and Twitter and continue to look for chances to
occasionally interact with them. Share and comment on their posts in a natural, professional 24
manner. This will help keep you in the back of their minds, which could come in handy if
someday they decide they need services like yours.
20. Prepare conference papers
Assume that you are required to prepare conference papers. Your CEO has advised that based
on the information he has received from the speakers who will be presenting, the conference
papers are to be developed as follows:
 Name of speaker
 Organisation if applicable
 Short biography (paragraph)
 Photo
 Summary of conference paper to be presented
Develop conference papers according to the guidelines above. The conference papers must be
professionally presented and error free. As a guide each speaker would take half a page, thus no
more than 3 pages in length.
When you have prepared the papers, email it to your assessor as though they are the conference
participants and identifying in the email that this is the pre-conference information.
Answer
follow up with those who might eventually become customers. Even if your leads don’t choose
to convert today, remaining in contact can benefit you in the long run. Follow them on sites like
LinkedIn and Twitter and continue to look for chances to occasionally interact with them. Share
and comment on their posts in a natural, professional manner. This will help keep you in the
back of their minds, which could come in handy if someday they decide they need services like
yours.
21. Confirm participants

Assume that the company has decided against using an online conference registration system this
year and conference participants are required to complete a registration form and send in via
email. Participants are required to include their credit card details or indicate that they will pay
via bank transfer.
Assume that you have received registrations from the following three people and that each has
paid their conference fee of $1,000:
25
Jackie Badger, Badger and Sons Pty Ltd, Address: 100 Bonnie Avenue, Salisbury, Paid in full
via credit card
Jason Simms, Business Professionals Pty Ltd, Address: 93 Garden Street, Sydney, Paid in full
via EFTPOS.
Cindy Smith, Cindy Enterprises Ltd, Address: 4/35 Crescent Avenue, Ipswich, Paid in full via
credit card
You are required to set up a conference registration list to record all necessary details and then
email the three participants (this should be sent to your assessor) confirming attendance. Your
assessor will advise you of a date for confirmation of registration, which you must meet, in order
to demonstrate that you have met the required timelines.
Answer
Segment Leads
would get another.
22. Develop a conference evaluation form
The final part of this assessment task requires you to prepare a conference evaluation form to be
provided to participants in their conference pack and that can be completed and handed in at the
end of the conference.
Design a conference evaluation form that:

 Includes at least five short questions about satisfaction with aspects of the conference.
 Allows participants to provide an answer based on a five point scale.
Send your completed evaluation form via email to your assessor.
26
Segment Leads
would get another.
9. Outline two tools that can be used to manage conferences.

Answer
Super Planner.
CamScanner.
23.
10. Explain the importance of establishing a project budget for a conference.
Answer
The budget needs to be discussed extensively, because if it is tight, then alternative solutions can
be suggested to suit the expenditure. A cost constraint should be established before a project is
carried out. This will avoid disappointment on the part of the client.”
Sticking to a strict budget also encourages the event planner to consider possible problems before
they arise, so that there is a viable solution, should they occur. A thorough consultation with the
technical team is vital, so that the client has an understanding of the costs that will be incurred in
order to achieve the desired concept.
11. Explain four essential budgeting strategies that can be used for projects such as planning and
managing a conference.
24. Answer
 Subtraction Budgeting. Subtraction budgeting is probably the easiest form of budgeting that
there is.
 Cash Budgeting. One challenge that people sometimes have with budgetingis that the money
isn't directly in their hands.
 Proportional Budgeting.
 Two Bank Budgeting. 27
 Automatic Budgeting.
12. Identify two techniques that can be used for planning conferences.
Answer
Creating a Business Plan
Unless your conference is being funded by a grant or organization, you are going to need to map
out where your money is coming from and what it is being used for. The first part of this
equation, the revenue, should be calculated early in the planning process.
Comparing Venues and Services
After you have a more specific idea about when your conference will take place and how many
people you want to attend, you can then begin to shop for an appropriate venue. Keep in mind
that your venue selection will also determine your catering and audio/visual costs. This is
because most conference centers and event hotels require you to use their in-house services for
any on-site events.
28
Student’s name:
Completed
Did the student: successfully Comments
Yes No
Correctly confirm purpose, required outcomes and

style of conference as discussed with the CEO in
the conference brief?
Correctly confirm conference facilities

requirements, budget, and preparation timeline as
discussed with the CEO in the conference brief?
Include a draft of the conference program to

reflect stated purpose, and balance choice of
program elements to allow outcomes to be
achieved?
In the conference brief, confirm participant target

group and project numbers as discussed with the
CEO in the conference brief?
In the conference brief, develop a detailed and
effective conference action plan to achieve
required budget and timelines?
In the conference plan brief, identify a promotion

strategy to reach the required number of target
participants as identified in the meeting?
During the meeting demonstrate effective

communication skills including:
 asking and responding to questions
 active listening techniques
 effective non-verbal communication to assist
with understanding
Select speakers in accordance with conference

program?
Invite and brief speakers in accordance with

conference program?
29
Student’s name:
Completed
Did the student: successfully Comments
Yes No
Prepare a flyer in accordance with requirements?
Develop a conference register to record conference

registration?
Confirm participants registrations and provide

receipts according to designated timelines?
Prepare and despatch conference papers according

to requirements?
Develop a conference evaluation for according to

specified requirements as part of conference
administration requirements?
Assessor signature
Assessor name
Date
30
Student Declaration
 I declare that this task is all my own work and I have not cheated or plagiarised the work or
colluded with any other student(s).
 I understand that if I If I am found to have plagiarised, cheated or colluded, action will be
taken against me according to the process explained to me.
 I have correctly referenced all resources and reference texts throughout these assessment
tasks.
Student name
Student ID number
Student signature
Date
 I hereby certify that this student has been assessed by me and that the assessment has been
carried out according to the required assessment procedures.
Assessor name
Assessor signature
Date
Feedback

Student signature
Date
31
A copy of this page must be supplied to the office and kept in the student’s file with the
evidence.
32
Assessment Task 3: Conference coordination and evaluation project
Task summary
This assessment task requires you to in the role of Administration Manager of Management
Networks to demonstrate your ability to coordinate and follow up on conference proceedings.
Required
 Computer and Microsoft Office
 Simulated conference venue (RTO Classroom)
 Registration checklist and procedures (from Assessment Task 2)
 Conference participants
 Conference speakers
 Conference venue checklist
 Completed evaluation forms (provided for review and analysis)
 List of expenses and registration fees (provided for review and analysis)
Timing
Submit
 Completed conference venue checklist
 Completed registration sheet
 Conference report
Assessment criteria
Students must complete all of the activities listed and will be assessed against the assessment
criteria included in the checklist included with this task.
If a student submits work that is not satisfactory, the assessor will provide written feedback
explaining why, as well as timelines for resubmission.
33
34
Assessment Task 3 Instructions
Carefully review the following information:
Assume that it is the night before the conference and you have been asked to go to the
conference venue to check that the venue is set up to meet requirements. You are provided with
a conference checklist, which you must use to check the venue. This part of the assessment task
will be completed in your RTO and your assessor will set up the room as a simulated conference
room venue and will advise you of the date and time of the inspection.
Now complete the following activities:
1. Check the conference venue using the conference checklist. Your assessor will role-play
the conference venue staff member. Use your checklist to check that everything is there.
If you cannot see the required resources, ask a question about this and make notes
accordingly.
Provide a copy of your completed checklist in hard copy to your assessor after the
inspection.
Now carefully review the following information:
Assume that it’s the day of the conference and one of your roles on the day is to register
participants. Follow the plan for registration procedures that you developed in Assessment Task
2 and register at least three participants. These will be other students from your class that your
assessor will brief.
Assume also that the speaker for the last session of the day has advised that he has an urgent
matter that he needs to attend to and consequently advises that he will need to leave 15 minutes
earlier. Consider how you will factor this into the program, make program changes as required
and then inform participants of this change during the registration process.
Answer
Solution
INTRODUCTION
Purpose of Plan
35
The Odessa Mobile Technology Project Plan will provide a definition of the project,
including the project’s goals and objectives. Additionally, the Plan will serve as an
agreement between the following parties: Project Sponsor, Steering Committee, Project
Manager, Project Team, and other personnel associated with and/or affected by the
project.
The Project Plan defines the following:
 Project purpose
 Business and project goals and objectives
 Scope and expectations
 Roles and responsibilities
 Assumptions and constraints
 Project management approach
 Ground rules for the project
 Project budget
 Project timeline
 The conceptual design of new technology
Background Information/Available Alternatives
Debbie: This section should describe the work you have done to date, the choices you had
with regard to hardware/software, and an explanation of how you arrived at the decision
to use L3 and Tiburon.
36
Project Approach
This section should outline the way you will roll out the technology, including the highest
level milestones.
For example:
Phase I: Secure agreement with vendors (L3 and Tiburon)

Phase II: Order/Install Equipment
Phase III: Install/Test Software
Phase IV: Conduct Hardware/Software Testing
Phase V: Conduct Training
Phase VI: Implement ARS/AFR
Phase X: Secure Equipment
Define the phases in more detail.
37
GOALS AND OBJECTIVES
Business Goals and Objectives
The business goals and objectives for this project will focus on implementing mobile
technology that:
 Improves officer, firefighter and citizen safety.

 Facilitates coordination and information sharing both internal and external to the
participating organizations.
 Enhances the ability and effectiveness of staff to perform their jobs.
 Facilitates coordinated crime prevention and reduction.
 Provides high levels of data security.
 Provides an open, flexible, reliable technology base for the future.
 Facilitates the electronic capture of data at its source.
 Is easy to use.
 Eliminate redundant data entry throughout the organization.
Project Goals and Objectives
Sample project goals and objectives:
 Ensure that end users have input into the design process.
 Accomplish project business goals and objectives within defined budget and time
parameters.
 Minimize impact to standard business operations within the affected units.
 Craft a favorable and secure agreement between the Department and the selected
vendor.
38
SCOPE
Scope Definition
The Project will introduce new mobile technology; including the following:
39
 35 mobile devices
 Digital CAD dispatch software
 Car to car messaging
 Internet access (?)
 Automated field reporting software
 GPS/AVL for automated dispatch
Including the following interfaces:
 CAD
 RMS
 AFR
 TLETS/NCIC/NLETS
Desired Enhancements
 Any?
BSBADM503 Plan and manage conferences Student Assessment Tasks
Items Beyond Scope
The project does not include the following:
 Devices in supervisor vehicles

 Desktop hardware upgrade or replacement
 Printers
Projected Budget
Define the project budget and insert it here:
©Aventia Institute 2017 Aventia Institute- RTO NO (41418) Page 2

Risk Assessment
The initial Risk Assessment (following page) attempts to identify, characterize, prioritize
and document a mitigation approach relative to those risks which can be identified prior to
the start of the project.
The Risk Assessment will be continuously monitored and updated throughout the life of
the project, with monthly assessments included in the status report (see Communications
Plan) and open to amendment by the Project Manager.
Because mitigation approaches must be agreed upon by project leadership (based on the assessed
impact of the risk, the project’s ability to accept the risk, and the feasibility of mitigating the risk),
it is necessary to allocate time into each Steering Committee meeting, dedicated to identifying new
risks and discussing mitigation strategies.
2. In this next part of the assessment, you are required to register participants as indicated
above. Use the registration checklist from assessment task 2 and ensure you follow the
registration procedures you planned in Assessment Task 2. Ensure you also advise
participants of the program change that you have identified is required. You do not have to
submit anything for this part of the task. Your assessor will be observing you.
During the registration process, you are also required to demonstrate effective
communication skills when interacting with participants and speakers including:
 Using clear and concise language to facilitate understanding
 Using an appropriate pitch and tone
 Responding to questions
 Using active listening techniques
 Using effective non-verbal communication to assist with understanding
Answer
Risk Risk Level Likelihood Mitigation Strategy

L/M/H of Event
Project Size
Person Hours H: Over 20,000 Certainty Assigned Project Manager,
engaged consultant,
comprehensive project
management approach and
communications plan
Estimated Project H: Over 12 months Certainty Created comprehensive project
Schedule timeline with frequent baseline
reviews
Team Size at Peak H: Over 15 members Certainty Comprehensive
communications plan, frequent


L/M/H of Event
meetings, tight project
management oversight
Number of Interfaces to H: Over 3 Certainty Develop interface control
Existing Systems document immediately
Affected
Project Definition
Narrow Knowledge M: Knowledgeable Likely Assigned Project Manager(s) to
Level of Users of user area only assess global implications
Available documentation M: More than 75% Likely Balance of information to be
clouds establishment of complete/current gathered by consultant
baseline
Project Scope Creep L: Scope generally Unlikely Scope intially defined in
defined, subject to project plan, reviewed monthly
revision by three groups (Project
Manager and Steering
Committee) to prevent
undetected scope creep
Consultant Project L: Well defined Unlikely Included in project plan,
Deliverables unclear subject to amendment
Vendor Project M: Estimated, not Somewhat Included in project plan,
Deliverables clearly defined likely subject to amendment
Cost Estimates L: Thoroughly Unlikely Included in project plan,

Unrealistic predicted by industry subject to amendment as new
experts using proven details regarding project scope
practices to 15% are revealed
margin of error
Timeline Estimates M: Timeline assumes Somewhat Timeline reviewed monthly by
Unrealistic no derailment likely three groups (Project Manager
and Steering Committee) to
prevent undetected timeline
departures
Number of Team L: Team well versed Unlikely Project Manager and consultant
Members in business operations to identify knowledge gaps and
Unknowledgeable of impacted by provide training, as necessary
Business technology
Project Leadership
Steering Committee L: Identified and Unlikely Frequently seek feedback to
existence enthusiastic ensure continued support


L/M/H of Event
Absence of Commitment L: Understands value Unlikely Frequently seek feedback to
Level/Attitude of & supports project ensure continued support
Management
Absence of Commitment L: Understands value Unlikely Frequently seek feedback to
Level/Attitude of Users & supports project ensure continued support
Absence of Mid- L: Most understand Unlikely Frequently seek feedback to
Management value & support ensure continued support
Commitment project
Project Staffing
Project Team M: Distributed team Somewhat Continuous review of project
Availability makes availability likely momentum by all levels.
questionable Consultant to identify any
impacts caused by
unavailability. If necessary,
increase committmment by
participants to full time status
Physical Location of M: Team is dispersed Likely Use of Intranet project website,
Team prevents effective among several sites comprehensive
management Communications Plan
Project Team’s Shared M: Some have Somewhat Comprehensive
Work Experience creates worked together likely Communications Plan
poor working before
relationship
Weak User Participation L: Users are part- Unlikely User Group Participants
on Project Team time team members coordinated by full time
employee
Project Management
Procurement L: Procurement Unlikely N/A
Methodology Used Methodology familiar
foreign to team to team
Change Management L: Well-defined Unlikely N/A
Procedures undefined
Quality Management L: Well-defined and Unlikely N/A
Procedures unclear accepted
Software Vendor
Number of Times Team H: Never Certainty A comprehensive vendor
Has Done Prior Work evaluation and selection process
with Vendor Creates (incorporated into Project Plan)
Foreign Relationship will be employed to predict and
define the relationship between
the department and the vendor


L/M/H of Event
Team’s Lack of M: Conceptual Somewhat Comprehensive vendor
Knowledge of Package understanding likely evaluation and selection process
incorporated into Project Plan
will assist the team in better
understanding the package
offering(s)
Poor Functional Match L: Minimal Unlikely Although a package has not yet
of Package to Initial customization been selected, the Consultant
System Requirements required has compared the initial
requirements with available
functionality and determined
that a functional match to the
initial requirements is very
likely. Vendor selection will be
based, in part, on how well the
proposed application matches
defined functional
specifications.
Team’s Involvement in L: High involvement Unlikely Comprehensive vendor
Package Selection in selection evaluation and selection process
Impacts Success of incorporated into Project Plan
Implementation
3. The next part of the assessment requires you to engage with one of the speakers from the
conference. Your assessor will role-play the speaker and will approach you. You will be expected to
answer all questions according to the conference program and to demonstrate effective
communication skills including:
 Using clear and concise language to facilitate understanding
 Using an appropriate pitch and tone
 Responding to questions
 Using active listening techniques
 Using effective non-verbal communication to assist with understanding
Now carefully review the following information:
Assume that the conference is now completed and in accordance with the organisation’s
procedures you are required to report on the conference outcomes.

This is to include a review of completed evaluation forms, as well as preparing a report on the
financial outcomes of the conference, as well as the publication of conference papers.
You are to complete these tasks according to the timelines advised by your assessor.
25. Answer
The following assumptions were made in preparing the Project Plan:
 OPD employees are willing to change business operations to take advantage of the
functionality offered by the new mobile technology.
 Management will ensure that project team members are available as needed to complete
project tasks and objectives.
 The Steering Committee will participate in the timely execution of the Project Plan (i.e.,
timely approval cycles and meeting when required).
 Failure to identify changes to draft deliverables within the time specified in the project
timeline will result in project delays.
 Project team members will adhere to the Communications Plan.
 Mid and upper management will foster support and “buy-in” of project goals and
objectives.
 The City will ensure the existence of a technological infrastructure that can support the
new mobile technology.
 All project participants will abide by the guidelines identified within this plan.
26. The Project Plan may change as new information and issues are revealed
27.
4. Finalise conference
As per the organisation’s policies and procedures, you are required to complete a number of tasks
in order to wrap up the conference. This is to include:
28. a. Preparing a report as indicated above and including:
o Review and analysis of evaluation forms (provided to you)
o Analysis of the financial outcomes of the conference by calculating receipts and
payments (provided in the expenses and registration fees list).
Your report should be professionally presented and be approximately one page.
29. b. Developing and send a letter of thanks to each speaker. Develop a sample letter of thanks that can
be sent to all speakers and send this via email to your assessor.

30. c. As per the organisation’s requirements, preparing conference papers, which are to include a
summary of each of the conference sessions that can be used for publication within the company’s
monthly newsletter. The aim is to present the information in a user friendly and concise form. The
Project Manager will convey amendments and recommended contingencies to the Steering Committee
monthly, or more frequently, as conditions may warrant.
Answer
The information contained within the Project Plan will likely change as the project
progresses. While change is both certain and required, it is important to note that any
changes to the Project Plan will impact at least one of three critical success factors:
Available Time, Available Resources (Financial, Personnel), or Project Quality. The
decision by which to make modifications to the Project Plan (including project scope and
resources) should be coordinated using the following process:
Step 1: As soon as a change which impacts project scope, schedule, staffing or

spending is identified, the Project Manager will document the issue.
Step 2: The Project Manager will review the change and determine the associated
impact to the project and will forward the issue, along with a
recommendation, to the Steering Committee for review and decision.
Step 3: Upon receipt, the Steering Committee should reach a consensus opinion on
whether to approve, reject or modify the request based upon the information
contained within the project website, the Project Manager’s recommendation
and their own judgment. Should the Steering Committee be unable to reach
consensus on the approval or denial of a change, the issue will be forwarded
to the Project Sponsor, with a written summation of the issue, for ultimate
resolution.
Step 4: If required under the decision matrix or due to a lack of consensus, the
Project Sponsor shall review the issue(s) and render a final decision on the
approval or denial of a change.
Step 5: Following an approval or denial (by the Steering Committee or Project

Sponsor), the Project Manager will notify the original requestor of the action
taken. There is no appeal process.

Student’s name:
Completed
Did the student: Yes No
Check conference facilities using the conference

checklist to ensure requirements are met?
Register participants in accordance with planned

registration procedures?
Communicate to participants the changes to the

published program?
When interacting with participants and

speakers, demonstrate effective communication
skills including:
 Using clear and concise language to facilitate
understanding
 Using an appropriate pitch and tone
 Responding to questions
 active listening techniques
 effective non-verbal communication to assist
with understanding
Make contingency arrangements as
demonstrated by:
 Communicating program changes to
participants?

Student’s name:
Completed
Did the student: Yes No
Prepare and submit a report on conference
outcomes according to the organisations
requirements that include:
 An analysis of the conference outcomes
 A report on the financial outcomes of the
conference including calculation of all
receipts and payments and preparation of
profit and loss?
Prepare conference papers for publication within
the newsletter within timelines identified?
Develop and send a thank you letter to speakers
within required timelines?
Assessor signature
Assessor name
Date


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Aventia Institute

Student Assessment Tasks

BSBADM503 Plan and manage conferences

Each assessment task in this booklet consists of the following:

Assessment Task Cover Sheet

Depending on the task, this may include

Assessment Task Information

Assessment Task Instructions

Do you understand your rights to re-assessment?  Yes  No

Assessment outcome S NS DNS Resubmission Y N

Student result response

Send a Polite Email

Follow on Social Media

7. Identify two techniques that can be used for planning conferences.

Creating a Business Plan

Comparing Venues and Services

Assessment Task 1 Checklist

Task Outcome: Satisfactory  Not Satisfactory 

Assessment outcome S NS DNS Resubmission Y N

Student result response

Carefully read the following:

Complete the following activities:

 Purpose of the conference

 asking and responding to questions

Send a Polite Email

18. Promote and organise conference

Now complete the following tasks:

Send a Polite Email

Follow on Social Media

21. Confirm participants

Design a conference evaluation form that:

Send your completed evaluation form via email to your assessor.

9. Outline two tools that can be used to manage conferences.

Creating a Business Plan

Comparing Venues and Services

Correctly confirm purpose, required outcomes and

Correctly confirm conference facilities

Include a draft of the conference program to

In the conference brief, confirm participant target

In the conference plan brief, identify a promotion

During the meeting demonstrate effective

Select speakers in accordance with conference

Invite and brief speakers in accordance with

Prepare a flyer in accordance with requirements?

Develop a conference register to record conference

Confirm participants registrations and provide

Prepare and despatch conference papers according

Develop a conference evaluation for according to

Task Outcome: Satisfactory  Not Satisfactory 

Assessment outcome S NS DNS Resubmission Y N

Student result response

Carefully review the following information:

Now complete the following activities:

Now carefully review the following information:

The Project Plan defines the following:

Background Information/Available Alternatives

Phase I: Secure agreement with vendors (L3 and Tiburon)

Phase X: Secure Equipment

Define the phases in more detail.

Business Goals and Objectives

 Improves officer, firefighter and citizen safety.

Project Goals and Objectives

Sample project goals and objectives: