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Bsbadm503 - Plan and Manage Conferences

The document provides guidance on coordinating conference proceedings such as ensuring conference staff are clearly identified, registering participants according to the planned procedures, communicating any late changes to the published program, making contingency plans to ensure smooth running of the conference, managing speaker schedules to meet requirements, and overseeing administration needs during the conference in line with the plan.

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Quynn Ann
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61 views12 pages

Bsbadm503 - Plan and Manage Conferences

The document provides guidance on coordinating conference proceedings such as ensuring conference staff are clearly identified, registering participants according to the planned procedures, communicating any late changes to the published program, making contingency plans to ensure smooth running of the conference, managing speaker schedules to meet requirements, and overseeing administration needs during the conference in line with the plan.

Uploaded by

Quynn Ann
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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BS B A D M 5 0 3 – PL A N

AND MANAGE
C O N F ER EN C ES
TOPIC 4 –
COORDINATE
CONFERENCE
PROCEEDINGS
Check conference facilities
to confirm they meet
agreed requirements
Utilise a venue checklist so
nothing is missed, and left to
chance.
This is an extract of the
venue checklist:
Conference staff should be:

• Identified by coloured badges, ribbons, or some other distinguishing tag; Identificatio


n of
• Should be visible and available throughout the conference to answer questions and
address problems.

The more quickly participants, representatives of the facility,


presenters, and others can find conference staff, the better. Conference
The more informed conference staff are; and the more effectively
Staff
they can answer questions and solve problems; results in a smooth
conference and the best experience for your participants.
Register Participants in Accordance With
Planned Registration Procedures
Registration procedures
Your registration procedures should outline steps to be taken to handle the
conference registrations. The procedure should include:
Responding to participant enquires: Ensure adequate training is provided to
all conference staff so that they are able to answer participant enquiries
quickly at the registration table. Perhaps have a guide to Frequently Asked
Questions (FAQ).
Directing participants to conference facilities: Train staff and role play how
they will direct participants to the conference facilities. You do not want all
staff leaving the registration table unattended. So perhaps you might need to
use a map of the conference venue, and highlight the path for the participant.
Directing participants to session locations: Ensure all staff know the program
and where key speakers will be located.
Issuing conference information kits: Information kits should be issued when
the attendees register, however, it is also wise to have some spare copies.
(http://www.cmatexas.com/images/img-registration.jpg)
Register Participants in Accordance
With Planned Registration Procedures
Issuing name tags: Ensure the name tags are in alphabetical
order and can be located quickly by either conference staff or
the participant.
Recording participant details: Ensure you keep a record of
those registered participants that have attended the
conference. You will need this information for marketing for
future conferences; and perhaps to obtain conference
evaluation feedback. You will also need this information for
WH&S requirements.

(https://pixabay.com/en/hello-name-tag-sticker-paper-1502386/)
Other ways to communicate changes:
• Attach update inserts, if printed, into the original program
materials.
• Update the conference website immediately if there are any
The registration table is a logical point where that changes.
task can be done and reach almost everyone. You • Send a text message to all delegates if you have recorded their
may elect to have the changes in writing on a mobile phone details.
poster; and have registration staff reiterate the • Send emails.
changes to each participant. • Display the changes on a notice board.
• The MC of each room and session will also handle
housekeeping before introducing the speaker or workshop and
changes can be notified then.

Communicate to Participants Any Late Changes to


Published Program
Make Contingency Arrangements to Ensure Smooth Running of
Conference
Make Contingency Arrangements to Ensure Smooth Running of
Conference
Make Contingency Arrangements to Ensure Smooth Running
of Conference
Crisis Management
Manage speaker’s schedule
• Follow the details of the schedule you have Ensure Speakers’
established and make note if there are other Schedules Are
requirements beside that which have been provided
on the speakers request form. Managed and
• Double check the technical requirements are in Their
place.
• Care for your guests and speakers. Ensure they are
Conference
provided with food. Ensure their resource and Requirements
equipment needs are met. You may want them to
come to a future conference – so you need this to
Met Throughout
be an enjoyable experience for them as well as the Conference
participants.
The overall management of a conference either
Manage contracted to a PCO or a team, committee or you as one
individual, is all about communication and being aware.
Administration
Requirements There are a number of scheduling and similar tasks that
During must be attended to so it makes things flow smoothly:
Conference in • Addressing participant needs and answering questions
Accordance •
•
Communicating breaks
Scheduling the right presenters for the right rooms at the correct times
With • Scheduling sessions so that participants can follow topical threads

Conference • Appointing a ‘host’ for each session, who will introduce the speaker;
make sure equipment is available and working; keep track of time;
Plan/Schedule distribute materials
• Recording participant attendance
• Implementing contingency planning, if required.

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