BSBADM503 Plan And Manage Conferences

Question

Part A:

Knowledge Questions Unit Description: This unit describes the skills and knowledge required to plan, promote and coordinate conferences, ensuring follow-up procedures are incorporated. It applies to individuals who have been delegated the responsibility for planning and managing a conference.

Instructions to Candidate:

You are required to complete a written test related to the competency of the unit. The questions relate to the skills and knowledge required for this unit. Demonstrate your knowledge and understanding for the following aspects:

Outline tools that could be used in managing conferences.
Explain budgeting strategies used for projects.
Identify techniques for conference planning including setting milestones.
Identify and cater for participants’ specific needs

3. Your organization wants to conduct a Conference for Training and Development for Employees on Soft Skills. Confirm conference facilities requirements for the above mentioned Event.

4. What Promotion strategies you would use to increase buy in for the conference on Soft Skills amongst the Target Group?

5. Give Examples as to what kind of Special needs you might have to address while organizing a Conference.

6. What kind of contingency arrangements you would ensure for smooth running of the Conference?
7. What kind of financial follow-up you need to monitor to ensure smooth settlement of expenses .

8. What are the key provisions of relevant Legislation from all forms of government, standards and codes that may affect planning and managing conferences?

9. What Registration procedures you would follow to confirm the participation from the target group?
10. How would you record Conference outcomes in accordance with organizational Procedures?

11. Explain 4 budgeting strategies used for managing projects.

12. Identify techniques that should be used for planning a conference.

14. List 3 public relations strategies that can be used to promote the conference according to predetermined budgets and deadlines?

15. What kind of Pre-conference information needs to be dispatched to the participants before the conference? How well in advance such information should be dispatched?

16. How would you prepare conference papers for publication and distribution within designated timeline.

Answer

Conference Management

3. The conference facilities requirements include venue where the conference will take place, the trainers who will help the employees to improve skills and proper equipment so that audio visual training process can take place (Zou et al. 2014). Moreover, information technology system like internet, WIFI and telephonic arrangements are needed so that the training process gains efficiency.

4. For increasing buy in for the conference on the soft skills amongst the target group the companies can identify the knowledge gap of the target group and show them the needs. The target groups must be encouraged to reduce the gap through training method. Proper communication through emails and call up process can be utilised.

5. Accommodation- perfect venue where the attendees of the conference can accommodate themselves

Catering- recess in the conference needs to have arrangements for food and drink so that attendees can feel refreshed.

Documents and materials- training materials are needed and given to the participants. This will help the training process (Harrison and Lock 2017).

Social networking- attendees of conference will feel proud to share their effort to attend the training conference

Special equipment- WIFI and telephonic arrangements are needed

6. Any type of contingency can take place like fire, stampede and other accidents. Hence proper equipment like fire extinguisher and trained rescue teams with proper equipment are needed so that any type of emergency can be prevented. The teams will help the attendees to recover quite easily from unwanted problems.

7. Before planning of the conference, the management needs to analyse estimated expenses so that they get a proper idea about the scope of expenses. Thus, actual expenses will be estimated. Based on this budget and planning a successful conference can be arranged properly.

8. Relevant legislation of the country supportive of the business is needed to be judged before setting the conference. In this regard proper permission of the authorities of the region, security measures which include police system and transport system to reach the place are to be estimated (Nicholas and Steyn 2017).

9. The employees who need to improve their soft skills through this conference need to match the criteria of the training. They need to fill up a roper form for attending the conference. Based on this registration forms the authorities will be allowing individuals from the target group (Meredith et al. 2014).

10. The outcome of the conference can be recorded through the questioner to the attendees where the feedback about the training process from improving soft skills will be pointed out. The efficiency of the conference will be understood through monitoring the attendees whether they have improved their skills (Drury-Grogan 2014).

11. Budget strategy for projects include proper understanding of the true needs and wants of the stakeholders, making budget for emergency so that any type of issue that needs finance can be attained, developing relevant Key Performance Indicators so that the expenses can be planned based on this and finally revisit, review, re-forecast is necessary (Costantino, Di Gravio and Nonino 2015).

12. For arranging a conference successfully, the managers first need to find a co-organizer who will help to get moral support and build people networks to gain an ambience of collaboration. Next step is to select a theme based on the needs of the target audience. Theme will help to share the message and reach directly to the attendees. Then the management identify proper venue and set date which can be easily accessible and affordable for the attendees. After this the decision of speaker and secure sponsors. Finally, appropriate marketing system can eb applied for attributing the target group.

14. Management can create compelling PR assets to engage its readership. It can also create an online community through social media platforms for public relation (Todorovi? et al. 2015). Management can target the bloggers as internet is the most effective medium for public relation therefore, these digital methods can eb used to grow PR strategy.

15. Pre-conference information is needed to be reached effectively to the target group so that the attendees can register for the training or conference. The information like the topic of the conference, value and proper information about the speakers needed to be given to the target group. The digital medium will be the best for making them know.

16. Paper for conference can be effectively presented and distributed when these will be prepared targeting the needs of the audience. The paper needs to be adhered to the tome limits and attractive for the attendees. These powers must be distributed to all the attendees without any issue both manually as well as digitally.

References:

Costantino, F., Di Gravio, G. and Nonino, F., 2015. Project selection in project portfolio management: An artificial neural network model based on critical success factors. International Journal of Project Management, 33(8), pp.1744-1754.

Drury-Grogan, M.L., 2014. Performance on agile teams: Relating iteration objectives and critical decisions to project management success factors. Information and Software Technology, 56(5), pp.506-515.

Harrison, F. and Lock, D., 2017. Advanced project management: a structured approach. Routledge.

Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.

Meredith, J.R., Mantel, S.J., Shafer, S.M. and Sutton, M.M., 2014. Project management in practice. Wiley.

Nicholas, J.M. and Steyn, H., 2017. Project management for engineering, business and technology. Routledge.

Todorovi?, M.L., Petrovi?, D.?., Mihi?, M.M., Obradovi?, V.L. and Bushuyev, S.D., 2015. Project success analysis framework: A knowledge-based approach in project management. International Journal of Project Management, 33(4), pp.772-783.

Zou, W., Kumaraswamy, M., Chung, J. and Wong, J., 2014. Identifying the critical success factors for relationship management in PPP projects. International Journal of Project Management, 32(2), pp.265-274.

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