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)

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. 

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 

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. 

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: 

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).

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. 

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.