Unit of competency Outline
Date retreived
23/07/2026 5:04 AM AWST
23/07/2026 5:04 AM AWST
Whilst all efforts are made to provide accurate and timely information from the relevant source/documentation, please be aware that the information supplied may not be the most current version. The accuracy of the detail has not been confirmed by the Department and therefore should not be relied upon without first confirming the contents.
Plan and manage conferences
Plan and manage conferences
Unit of competency
National Code
BSBADM503B
BSBADM503B
State Code
D0553
D0553
TGA Status
Replaced
Replaced
DTWD Status
Replaced
Replaced
State Implementation and Classification
Approved Date
15/10/2014
Field of Education
080399 - Business And Management, N.e.c.
Original Release Date
15/10/2014
Nominal Hours
60
Description
This unit describes the performance outcomes, skills and knowledge required to plan, promote and coordinate conferences, ensuring follow up procedures are incorporated.No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.
Notes
Elements and Performance Criteria
1. Plan conference
- 1.1. Confirm purpose, required outcomes and style of conference with conference convenor/s
- 1.2. Confirm conference facilities requirements, budget, and preparation time line with conference convenor/s
- 1.3. Identify speakers/presenters and/or prepare a call for papers in accordance with conference purpose and style
- 1.4. Draft conference program in line with stated purpose, and balance choice of program elements to allow outcomes to be achieved
- 1.5. Select, invite and brief speakers in accordance with conference program
- 1.6. Identify participant target group and project numbers in consultation with conference organisers
- 1.7. Plan conference administration requirements and tasks, processes and resources to ensure efficient management of conference data and resources
2. Promote conference
- 2.1. Establish a promotion strategy that reaches required number of target participants
- 2.2. Prepare publicity material in accordance with the promotion strategy and budget allocation/s, and despatch within designated time lines
3. Organise conference
- 3.1. Make conference arrangements in accordance with booking lead times and budget allocation/s
- 3.2. Record acceptances, receipt fees and confirm participants within designated time lines
- 3.3. Identify and cater for participants' specific needs
- 3.4. Confirm program details and prepare conference papers in accordance with speakers' requirements and conference time line
- 3.5. Despatch pre-conference information to participants within designated time lines
4. Coordinate conference proceedings
- 4.1. Check conference facilities to confirm they meet agreed requirements
- 4.2. Register participants in accordance with planned registration procedures
- 4.3. Communicate to participants any late changes to the published program
- 4.4. Make contingency arrangements to ensure the smooth running of the conference
- 4.5. Ensure speakers' schedules are managed and their conference requirements met throughout the conference
- 4.6. Manage administration requirements during conference in accordance with conference plan/schedule
5. Follow up conference proceedings
- 5.1. Record, report and/or follow-up conference outcomes in accordance with organisational requirements
- 5.2. Prepare conference papers for publication and distribution within designated time lines
- 5.3. Post-conference correspondence is prepared and despatched within designated timelines
- 5.4. Finalise receipts and payments, and acquit conference funds in accordance with organisational procedures and audit requirements
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
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
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.
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.
Replaces
| State Code | National Code | Title | Type |
|---|---|---|---|
| C3678 | BSBADM503A | Plan and manage conferences | Unit of competency |
Replaced By
| State Code | National Code | Title | Type |
|---|---|---|---|
| AUH99 | BSBADM503 | Plan and manage conferences | Unit of competency |
| State Code | National Code | Title | Type |
|---|---|---|---|
| D164 | BSB50207 | Diploma of Business | Qualification |
| D166 | BSB50407 | Diploma of Business Administration | Qualification |
| J515 | SIS50712 | Diploma of Sport and Recreation Management | Qualification |