Final Assessment Plan and Manage Conference

BSBADM503BECGHPlan and Manage ConferencesFinal AssessmentStudent: ID
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Business Training
Conference
Plan and Manage Conference
Final Assessment
Daliborka
Pupovac
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Skilled and Educated workers

are able to make decisions as good as,
if not better than, the decisions
made by managers because the workers, in fact,
possess the best information.

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Contents
INTRODUCTION............................................................................................3
1
Planning the conference.......................................................................4

1.1
Conference purpose...........................................................................4
1.2
Appropriate budget estimate.............................................................5
1.3
GANTT chart for timelines..................................................................7
1.4
Draft program aligns with purpose.....................................................8
1.5
Relevant participants identified (i.e. Professional groups, etc)..........9
1.6
Time of conference.............................................................................9
1.7
Venue of conference.........................................................................10
1.8
Source of speakers/presenters identified.........................................11
1.9
Special needs of participants anticipated (e.g. for timing of
conference)...............................................................................................12
1.10
2
Promotion - what, when, where, how and why.................................12
PROMOTING THE CONFERENCE..........................................................13

2.1
An outline of your target audience...................................................13
2.2 A list of magazines, journals, newspapers where you will place

advertisements.........................................................................................13
2.3
One page flyer..................................................................................14
2.4
Include a GANNT chart when publicity material will go out..............15
ORGANISING THE CONFERENCE..........................................................16

3.1
Program details - sample program with detailed sessions & break
times.........................................................................................................16
3.2
Entertainment - outline of functions planned, where, when, etc......21
3.3 Invite and brief speakers - draft letter to invite speakers, confirm
dates, travel, accommodation, check in, program, any special needs (e.g.
technology, diet, etc)................................................................................22
3.4 Invite and brief speakers - draft letter to invite speakers, confirm
dates, travel, accommodation, check in, program, any special needs.....22
3.5
Invite participants - list of group (names) covering letter or flyer or
some means of enabling delegates to register, registration form............25
3.6
Confirm transport, venue and accommodation with airline/hotel
-faxes or letters confirming dates, times, check in, etc............................26
3.7
Special needs - a list of any special needs.......................................27

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3.8
Registration procedures-letter of confirmation to delegate and
instruction for registering on the day........................................................28
4
Coordinating conference proceedings.................................................29

4.1 A detailed outline of registration procedures on the day for admin
staf 29
4.2 Outline of contingency procedures - one speaker is unable to arrive
until later in the day..................................................................................30
4.3
Checklist and staf allocation to cover the day's proceedings..........31
FOLLOW UP CONFERENCE PROCEEDINGS...........................................32

5.1
Prepare a checklist to finalise payment for all services....................32
5.2 Draft a sample letter of thanks for presenters/speakers at the

conference................................................................................................33
5.3 Draft a minimum of 5 questions which could be asked in an
evaluation questionnaire..........................................................................36
5.4
Arrange for outcomes and papers to be distributed.........................40
5.5 Short report on questionnaire results & recommendations for future

conferences..............................................................................................40
The venue is spectacular and unique, and the social activities will provide
all an opportunity to catch up and have fun.

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INTRODUCTION
Before we start, we should be familiar with the term conference and the
general purpose of the conference. So a conference is prearranged meeting
for consultation, deliberation, discussion or exchange of information or
opinions especially one with a formal agenda. Any meeting of people that
confer about a certain topic can be called conference. An example, in
business, a business conference is an event organized by organizations to
discuss a certain issues like a new product, market trend or government
regulation with a range of speakers.
Audience

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1 Planning the conference

1.1 Conference purpose
The purpose of this conference is to raise awareness of the importance and
need for business training in all professions and sectors and to bring
together business owners to share ideas knowledge, new techniques and
current business trends and to develop business opportunities and extend
their networks. Learning Organisations are able to adapt quicker and
thereby achieve significant strategic advantages. Therefore, business
owners will be encouraged to be supportive of their staf in the process of
workplace learning and to contribute constructively to the productivity of
the organisation.
Objective of conference
To get real business assistance from accredited industry professionals.
To enhance the business skills, profitability and growth of small
businesses.
To improving Small Business Performance in Challenging Times
To encourage diferent and new techniques and practices.
To improving the quality, performance and usefulness of small
business operations,
To encourage businesses to train their staf to use technology
efectively
To encourage and depict the importance of mentoring, coaching,
teaching and counselling within the organisation
To be trained how to cope with environmental end ecological
pressures
To select the most appropriate process improvement methodologies.
To encourage business owners to see learning as a lifelong journey
and take responsibility for their own learning and development
To encourage Business owners to look for areas of continuous
improvement

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1.2
Appropriate budget estimate
Estimated Conference Budget
Conference Budget
Estimated Costs
Venue hire
Cost
$600
Hire, delivery and set-up of equipment
$600
Catering, special dinners/cocktail party
$600
Stationery and brochure design and printing
$200
Office expenses, advertising and mailouts
$400
Accommodation to overseas presenters
$300
Accommodation to Australian presenters
$600
Travel to overseas presenters
$4,000
Information kits
$200
Staging
$200
Printing of program and abstracts
$200
Speakers' fees
$800
Gifts for speakers
$300
Social activities
Incidentals (name tags, satchels, pads, pens, flowers, signs
$300
etc).
$200
Advertising of conference
$500
$10,0
Total Estimated Cost
00

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Budgeted Profit and loss Statement
Budgeted Profit and Loss Statement

Receipts
$20,00
Registration fees
Delegates fees
Discounts
Sponsorships
0
$2,000
$1,000
$1,500
$24,50
Total Receipts
Payments
Venue hire
Hire, delivery and set-up of equipment
Catering, special dinners/cocktail party
Stationery and brochure design and printing
Office expenses, advertising and mailouts
Accommodation to overseas presenters
Accommodation to Australian presenters
Travel to overseas presenters
Information kits
Staging
Printing of program and abstracts
Speakers' fees
Gifts for speakers
Social activities
Incidentals: name tags, satchels, pads, pens, flowers,
signs
Advertising of conference
0
$600
$600
$600
$200
$400
$300
$600
$4,000
$200
$200
$200
$800
$300
$300
$200
$500
$10,00
Total Payments
0
$14,50
Profit/Loss

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1.3
GANTT chart for timelines
End
Days
Remaining
Tea
m
Start
22/11/
1
22/11/
1
21
80
%
Complete Days
Task
Lead
21
% Complete
Tasks
Duration
(Days)
WB
S
Working Days
The GANNT Chart has been designed and currently contains only
Conference Planning tasks the Conference Organiser will be working on
next three weeks.
Plan the conference
1.1
Clarify the purpose and

objectives of the conference
24/11/
10
24/11/
10
19
100
%
19
1.2
Estimate Conference Budget
26/11/
10
26/11/
10
17
90%
17
1.3
Create GANTT Chart for timeline
28/11/
10
28/11/
10
15
80%
15
1.4
Draft Conference Program
30/11/
10
30/11/
10
13
70%
13
1.5
Identify relevant participants
2/12/1
0
2/12/1
0
11
60%
10
11
1.6
Venue specifications listing
4/12/1
0
4/12/1
0
50%
12
1.7
Identify source of
speakers/presenters
6/12/1
0
6/12/1
0
40%
14
1.8
Anticipate Special needs of

participants
8/12/1
0
8/12/1
0
30%
16
1.9
Arrange for the time of

conference
10/12/
10
10/12/
10
20%
18
1.1
0
Decide on conference promotion
12/12/
10
12/12/
10
10%
20

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1.4
Draft program aligns with purpose
Draft program
PROGRAM - DAY 1 (Draft)
PROGRAM- DAY 2 (Draft)
8.30 am
Daily Registration
8.30 am
Daily Registration
9.00 am
conference opening and
9.00 am
Keynote International
welcoming
9.20 am
Speaker 1
9.20 am
Workshop 4
Speaker 1
10.20 am Morning Tea
10.20 am
Morning Tea
10.40 am
Second Speaker
10.40 am
Australian Speaker 2
11.40 am
Workshop 1
11.40 am
Workshops 5
12.30 pm
Lunch
12.30 pm
Lunch
1.30 pm
Workshop 2
1.30 pm
New Zealand Speaker 1
2.30 pm
2.30 pm
Workshop 6
3.30 pm
Afternoon Tea
3.30 pm
Afternoon Tea
3.50 pm
Workshop 3
3.50 pm
4.50 pm
Close of sessions
4.50 pm
Close of sessions
6.45 pm
Social event
6.45 pm
Social event

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Relevant participants identified (i.e. Professional groups,

etc)
1.5
The Forum may be of interest to
1.6
Practising educators
University representatives
Colleges and professional bodies
Business educators
Educational institutes
School education directors, principals and teachers
Professional learning organisations
Time of conference
Two days conference will be held on

Day: Thursday, 9 November 2011
Day: Friday, 10 November 2011
Time: from 8:30am-6:45pm

Time: from 8:30am-6:45pm

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1.7 Venue of conference

Venue:
Adelaide Convention Centre SA - Adelaide is Australias Convention City,
the most accommodating convention Centre in the country.
Accessibility:
Adelaide is a walking city.
Within a 5 minute walk of the Convention Centre there are 2,650 hotel
rooms.
Within the neat square mile of the CBD, there are 6,500.
The railway station is right next door, and free trams run right to centres
door.
Plenary Hall up to 3,500 seats
The versatile plenary hall seats up to 3,500 people and can be divided into
5 separate halls, or the configuration of your choice. With 14 fully-equipped
meeting rooms, and larger halls for exhibition, catering and bigger
gatherings, the Adelaide Convention Centre can be shaped around your
event.

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Please see Appendix A to read more about the Venue, Adelaide

Convention Centre.
1.8
Source of speakers/presenters identified
Possible speakers:
1. Keith Abraham professional conference speaker
Keith Abraham CSP is one of Australia's most in demand professional
conference speakers. He has been described in Time Magazine as
Australia's up and coming inspirational speaker.
2. Darryl Blake Business consultant
Darryl is an international speaker, business consultant and author, who
focus on the challenge of building high performance organisations.
3. Robin Henderson Global networking specialist
Robyn Henderson has spoken in 10 countries, presents over 150 times each
year and has never advertised all her work comes from networking, referrals and her
website.
4. Martin Grunstein: Business techniques, attitude, changing

times, business future.
Martin Grunstein studied Psychology and Marketing at University of N.S.W.
He spent four years in sales and marketing with Colgate-Palmolive before
setting up SUCCESS COMMUNICATIONS in 1985
5. DennisH Moore: Professional Speaker & Showman
Dennis is a Professional Speaker & Showman, corporate trainer, MC and
author of Making Fun Work (how to be a funnier you and how you can
profit from the Power of Fun)

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6. Allan Parker: international Business Consultant

Allan Parker is an international Business Consultant, and MD of Peak
Performance Development Pty Ltd, specialising in the fields of negotiation,
dispute management (agreement generating) and organisational
communication.
1.9
Special needs of participants anticipated (e.g. for timing

of conference)
Equipment needs: All meeting rooms will be equipped with a microphone

and stand. Please check of below what other kind of equipment you will
need for your presentation:
I will bring my own laptop loaded with __________________________

software.
I will need a laptop loaded with __________________________ software.
I will need an overhead projector
I will need these supplies or equipment:

_______________________________
Other requirements
Please specify below any other requirements you may have
1.10 Promotion - what, when, where, how and why

What? First the flyers will be sent to announce the planning of the
conference, and then final printing of the programme which incorporates all

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details of dates, times, speakers, venue, registration fee and sessions will
be promoted.
When? 6 - 12 months prior to the conference
How? Flyer announcing the planning of the conference will be sent out,
calling for papers.
Programme brochures will be mailed to selected business organisations,
training organisations, educational institutions and individuals likely to be
interested in the conference.
We will also use conference program brochure, Daily newspapers,
organisations news letter, Business Magazines, NEFs website, Letters, Emails and fax, Radio to promote the conference
Why? To attract as many participants/attendees as possible
2 PROMOTING THE CONFERENCE

2.1 An outline of your target audience
People responsible for process improvement, either overall or within a
specific area of the business should aim to attend this conference. Profit
oriented organisations or not for profit organisations must not miss out on
the opportunity to learn from business leaders and the experience of
others. Business Owners, Business training organisations, educational
institutions, trainers lecturers and educators should attend this conference
to develop their skills and benchmark their initiatives.
Audience

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ATIONAL EDUCATIONAL FORUM
2.2 A list of magazines, journals, newspapers where you will

place advertisements
Metropolitan Newspapers
The Australian
The Advertiser
Messenger SA
Sunday Mail Adelaide
The Adelaide* Magazine
The Deal Australian Business Magazine
The weekend Australian
Career One
http://www.jasons.com.au/conferences-and-events
http://www.allconferences.com/Business/Advertising/
http://www.bvents.com/co-australia/advertising-marketing/
2.3 One page flyer
Do not miss out!!!
BUSINESS
TRAINING
CONFERENCE
Thursday 9 November 2011
from 8:30am - 6:45pm
Friday, 10 November 2011
from 8:30am- 6:45pm
W hy yo u sh ould at tend the B usi ne ss tra ini ng 20 11

Co nfer enc e in A d elaid e?? ?
As well as a sensational program, Business Training Conference is the only Conference
to have a fully reviewed program with both academic and industry papers to ensure
the highest possible level of Business Education and Training!!!

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Two well known international speakers are invited to demonstrate different and new
techniques and practices on business training.
FUL L AT TE ND A NCE; YOU WI LL RECEI V E 2 0 CPD s
Registration
fee only
Included in your full registration is:

The choice of paper and workshops
TWO social functions
Conference materials
Lunches and morning and afternoon teas
Conference Dinner Friday Night
$200
NEF have been running conferences for over 20 years and are recognised as the
leaders in education and training development across Australia.
Around 200 persons each year attend the conference...
This conference will help organisations to: implement strategic plans, achieve
organisational change, motivate their workforce, develop effective work teams,
update and upgrade individual skills to achieve organisational objectives , develop
individuals for future promotion and improve current workforce!!! And much More!!!
Start
End
Days Complete
Days Remaining
Plan the conference
Task
Lead
Conference
Manager
Working Days
Tasks
% Complete
WBS
Duration (Days)
2.4 Include a GANNT chart when publicity material will go out
22/11/10
22/11/10
21
0%
21
Clarify the purpose and objectives of

1.1
the conference
24/11/10
24/11/10
19
100%
19
1.2
Estimate Conference Budget
26/11/10
26/11/10
17
90%
17
1.3
Create GANTT Chart for timeline
28/11/10
28/11/10
15
80%
15
1.4
Draft Conference Program
30/11/10
30/11/10
13
70%
13
1.5
Identify relevant participants
2/12/10
2/12/10
11
60%
10
11
1.6
Venue specifications listing
4/12/10
4/12/10
50%
12
1.7
Identify source of speakers/presenters
6/12/10
6/12/10
40%
14
1.8
Anticipate Special needs of participants
8/12/10
10/12/1
8/12/10
10/12/1
30%
16
1.9
Arrange for the time of conference

Decide on promotion what, when, how
20%
18
12/12/1
12/12/1
10%
14/12/1
14/12/1
100%
1.10
and why
Promoting the conference
2.1
Outline target audience
Team

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Make a choice where to place

2.2
advertisement
2.3
Create a flyer
Publicity material to go out after
detailed Program of conference is
2.4
prepared
16/12/1
16/12/1
0
18/12/1
0
18/12/1
70%
40%
20/12/1
20/12/1
3 ORGANISING THE CONFERENCE

3.1
Program details - sample program with detailed sessions

& break times

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Program Details
Conference Logo
ne f
2011
Conference name
National Educational Forum
Conference Theme
Business Training
A statement of the overall objective
Stress the importance of business education and workplace training
Statement of aims
Introduce training and learning within organisations
The length and the date of the conference
Two days Conference
o Thursday 9 November 2011
o Friday 10 November 2011
the descriptions and order of the sessions

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PROGRAM - DAY 1 (Draft)
PROGRAM- DAY 2 (Draft)
8.30 am
Daily Registration
8.30 am
Daily Registration
9.00 am
conference opening and
9.00 am
welcoming
Speaker 1
Enhance profitability and growth
9.20 am
Speaker 1
of your business
9.20 am Workshop 4
Use of e-commerce system and
Importance and need for
online safety tools
business training
10.40 am Second Speaker
10.40 am Australian Speaker 2
Learning Practices. New
Business owners to contribute
techniques and current business
constructively to the productivity
trends
11.40 am Workshop 1
of the organisation
11.40 am Workshops 5
Information on current legal
Cutting edge business learning
issues. Be aware of your legal
tools
responsibilities
12.30 pm Lunch
12.30 pm Lunch
1.30 pm
1.30 pm
Workshop 2
Networking opportunities
Importance of mentoring
coaching and teaching within the
2.30 pm
Become a Learning
organisation
2.30 pm Workshop 6
Organisation
How To Succeed as the First

Franchisee
3.30 pm
Afternoon Tea
3.30 pm
Afternoon Tea
3.50 pm
Workshop 3
3.50 pm
Learn How To Start Your Own
Learn how to cope with
Investment Firm
environmental and ecological
4.50 pm
pressure
4.50 pm Close of sessions
Close of sessions

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6.45 pm
Social event
6.45 pm
Social event
cofee and tea breaks

Teas and cofees will be provided throughout the conference
beginning and ending time
R From 10am - 4pm
From 10am - 6pm
Please see attached forms on how to Register, special requirements,
accommodations travel etc
Who to contact
General inquiries about the conference
Telephone: +09 20 7389 1496
Email: generalenquaeries@NEF.com.au
This sample Program must be approved by the Program Committee.
Mail or fax this proposal to Committee for approval:
Program Committee
NEF Conference 2011
2.Melbury Road
ADELAIDE 5000 SA
AUSTRALIA
Fax: 614-968-0597

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Conference program must be approved by the committee
3.2
Entertainment - outline of functions planned, where,

when, etc
Post Conference Visit to Glenelg.
The Glenelg
tour
Long white, sandy beaches that are clean and safe are enjoyed by tens
of thousands of visitors here each year. Main shopping and attractions are very
central in Glenelg. The main shopping is stretched along Jetty Road. It is a mix of,
hotels, fashion stores, supermarkets, souvenir shops, furniture stores, newsagents,
banks, film labs, cafe's and restaurants.
At the very western end of Jetty Road is a hotel and resort complex called The
Grand. Within this Hotel
there are a variety of
restaurants with
completely diferent
styles and themes. There
is also a variety of bars.
Hotel Grand
The "Grand" is a popular spot on the weekends with entertainment till late in the
evening.
There is also cafe located downstairs at the town hall

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Above - Old Glenelg
Town Hall
A short walk from Glenelg to the north is the Holdfast Marina & shopping precinct. There
are around 10 restaurants & cafe's & seven fashion & beauty shops located here. The
popular Oaks Plaza Pier Hotel has entertainment & bands on the weekends.
3.3 Invite and brief speakers - draft letter to invite speakers,

confirm dates, travel, accommodation, check in, program,
any special needs etc

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SPEAKER SUBMISSION FORM
Your name: __________________________

Step 1. Proposed title: ________________________________________________
____________________________________________________________________
Step 2. Conference theme: Select the program theme under which your topic most closely
fits.
Putting plain language and its focus on clarity at the centre
Clarity across professions and borders
The benefits of plain language
Step 3. Format:
Panel Speaker
Workshop
Presentation
Step 4. Abstract: Please give a summary of the presentation you are proposing (up to 300
words, in 12 point type).
Please see Appendix B for more information, Tips for successful conference
3.4 Invite and brief speakers - draft letter to invite speakers,

confirm dates, travel, accommodation, check in, program,
any special needs

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Daliborka Pupovac
Adelaide Convention Centre
North Terrace, Adelaide
South Australia 5000
17 June 2012
Insert address
Dear speaker/presenter
Special needs you may require
I would like to request if you would have any special requirements such as special dietary
requirements, religious, vegetarian, medical necessity etc. Since special meals cannot be
arranged without seven days notice to the venues. Other requirements may include special
visual, audio, physical, and interpretation needs this will also need to be organised prior to the
conference starts.
Equipment/Supplies you may require
Various types of equipment and supplies will be required to present an effective conference.
Your organisation may own or have access to the required equipment. Alternatively, conference
venues may provide the required equipment as part of the venue or as an additional hire cost.
There are also equipment hire companies where your equipment could be hired for.
Please advise us ASAP about special requirements above or any other requirements you may
have
(618) 8212 4099

(618) 8212 5101
@ sales@adelaidecc.com.au
Kind regards,
Daliborka
CONFERENCE ORGANIZER

Daliborka Pupovac
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17 June 2012
Insert address
Dear speaker/presenter
This letter is to inform your about the car park availability, public transport and transport from the airport
Use of own vehicle,
The ACC owns and operates two car parks, each located underneath the complex. The Riverbank and North
Terrace car parks are open 24 hours/day, 7 days a week. A total of 1,250 spaces are available and access to the
Convention Centre is via elevator. Video surveillance camera systems operate in both car parks and security
officers patrol regularly.
Use of the Public transport
The railway station is right next door, and free trams run right to our door. For more information on public
transport; please see attached brochures: Handy hints, Adelaide Metro for travelling on the public transport
system, How Adelaide Metro is helping people with disabilities, Full map of North Adelaide and Adelaide. City
Service Map, City Loop 99C Bus Stops is also attached.
For all other information please contact Adelaide Metro (08) 8210 1000 or visit www.adelaidemetro.com.au
Coming by the plane
The Adelaide Airport provides a choice of transport modes to and from the airport. These include self-drive, hire
cars, taxis and limousines. A public transport bus service is also available via Adelaide City through to the
north/eastern suburbs, with connections to rail and other bus routes.
Skylink Airport Shuttle
Other alternative, Skylink Airport Shuttle specializes in providing a regular scheduled bus service between
Adelaide Airport, Keswick Interstate Railway Terminal and the Adelaide CBD. Set downs and pick ups from most
major city hotels. Please note that there are 2,650 hotel rooms within a 5 minute walk of the Convention Centre and for
the Adelaide hotel locations please refer to the attached brochure.
For further information visit www.skylinkadelaide.com or email sales@skylinkadelaide.com
If there is anything we can do here to assist you, please let me know.
Daliborka Pupovac
CONFERENCE ORGANISOR

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3.5
Invite participants - list of group (names) covering letter

or flyer or some means of enabling delegates to register,
registration form.
NATIONAL EDUCATIONAL FORUM 2011

BUSINESS TRAINING
ADELAIDE CONVENTION CENTRE
PERSONAL INFORMATION
Surname ____________________________________
First name _______________________ Title
______
Preferred name for badge
_______________________
____________________________________________
Please advise for catering purposes if you will be

attending the functions included in the full
registration fee:
Yes
No
Welcome reception
Convention dinner
Additional tickets-Social functions
Organisation
_________________________________
(Partners /friends and day registrants)
____________________________________________
Preferred address for correspondence
Home Professional (Please )
_______________________________________________
_______________________________________________
______________________ Postcode _______
Telephone:
No. of tickets required
Welcome reception
_________
$25.00 ___ $
Convention dinner
_________
$80.00 ___ $
Additional social functions not included in

registration fee
Business ____ _____________________

Home ____ _________________________
Visit to Glenelg $55.00

night (Own cost)
Mobile _____________________________
$ _________ Restaurant
Do you want to participate?
Fax: ____ _____________________

Email: ______________________________________
Partner accompanying delegate-name for
badge
____________________________________________
Yes No
Sub-total $ __________
SPECIAL REQUIREMENTS
Please advise any special requirements regarding
diet, health, physical disabilities or childcare (if
you have a special diet please fill in special needs
form provided):
REGISTRATION FEE - check costs

Please circle appropriate fee.
Before
1 May
Member registration fee
$545.00$
After
1 May
$495.00

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Non-member registration fee

$595.00 $
$545.00
Day registration
$195.00 $
$195.00
Thursday
Friday
Subtotal $ ___________
3.6
Confirm transport, venue and accommodation, etc.

Daliborka Pupovac
10 September 2016
Insert address
Dear, Mrs Who Else

This is only to confirm the use of Adelaide Convention Centre Facilities
1. The Plenary Hall
The Hall can be subdivided into 5 smaller halls to suit your requirements,
accommodating from 60 to 3,000 guests. The Hall is ideal for major presentations,
fashion spectaculars and other meeting. Tiered seating sections may be raised or
lowered individually throughout the hall, creating either a flat floor or theatre style
seating where required
2. Meeting Rooms
Fourteen meeting rooms suitable for groups of 10 to 200 are located on the ground
and mezzanine levels. As well as smaller seminars and meetings, the rooms are
well suited to boardroom lunches, dinners, cocktail parties and weddings.
3. Foyers
The main foyer reception area is permanently stafed for convention registration,
reception and information services. A digital signage system displays function
identification and relevant details for ease of registration. The total of 8 foyers
throughout the Convention Centre and Exhibition Hall can be conveniently utilised
for registration, morning and afternoon teas and pre-function entertaining.
4. Complimentary Items

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The following items are included free of charge as required: Microphone, Lectern,
Flip Chart , Whiteboard and pens, Overhead Projector (meeting rooms only) , Colour
coordinated fabric draping and fairy lights in Halls A, B, C, D, E . Potted Ficus Trees
with fairy lights (on application), Palm Trees, Dais, Staging and setup, Dance floor
and setup.
If there is anything else we can do here to assist you, please let me know.
Please see attached brochures and publication for more information
Kind regards,
Daliborka Pupovac
MANAGER
3.7
Special needs - a list of any special needs
Please complete sections that apply to you by placing a tick in the box or filling in
your allergies & special needs.
NAME
VEGETERIAN
(No chicken
or fish)
VEGAN
(No meat,
chicken,
fish, dairy
or eggs)
NO READ
MEAT
(Can eat
chicken &
fish)
DIABE
TIC
COELIAC
No
gluten
ALLERGI
ES
Eg; no
dairy,
eggs,
peanuts
etc.

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MEALS &
DAYS
REQUIRED
3.8
Registration procedures-letter of confirmation to delegate

and instruction for registering on the day
Information for delegates

Conference venue
The 2011 National Educational Forum will take place at Adelaide Convention
Centre
Conference dates
Delegate registration:
8:30 -9:20 Thursday 9 November 2011
Opening ceremony:
9:20am Thursday 9 November 2011
Conference sessions:
Thursday 9 November - Friday 10 November 2011

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General Meeting:
Friday 13 November 2011
Delegates should arrive at Adelaide Convention Centre by 9 November Thursday

8:30am and register at the reception, where you will be given your delegate pack
and accreditation.
Delegate Confirmation Letter

Our address
January 2010
Insert recepient address

Dear Official Delegate:
Congratulations on your appointment to serve as an official Delegate to NEFs annual
conference. If you have registered for conference in advance, your Delegate status should be
indicated on your badge. If you have not registered for conference, please do so upon arrival.
For on-site registration, bring your Delegate Chair with you to the Delegate Counter. A staff
member will enter your Delegate status. Your Delegate status will be printed at the bottom of
your badge and encoded on your scan card.
Business Meetings
As an official Delegate to NEFS annual conference, you are expected to attend the following
business activities.
Please be on time or early to all sessions.
Please let me know if you have questions.
Daliborka Pupovac
CONFERENCE ORGANISATOR
4 Coordinating conference proceedings

4.1 A detailed outline of registration procedures on the day
for admin staff
REGISTRATION PROCEDURES
Processing Registrations
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R Enter the information from the registration form into the pre-set
database categories.
R Hotel bookings should be entered and deposit required noted.
R If a block booking has been made at a hotel, it is not necessary to
send a rooming list and deposits until the date requested by the
hotel.
R A receipt should be printed and handed to each delegate as they
register and make payment
R Registration forms must be filed alphabetically in a ring binder using
alpha separators.
R All information regarding delegates, their accommodation, tours etc
to be filed with their registration forms.
R Filed registration forms should be tagged with coloured sticker until
payment is received. This is to ensure easy checking of outstanding
payments.
R An outstanding payments form should be printed prior to the
conference and followed up with delegates.
4.2 Outline of contingency procedures - one speaker is unable

to arrive until later in the day.
Contingency planning

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Have a backup of all the equipment, including; computer/Laptop,

Microphone & speakers, overhead projector, extension cords, spare
globes for lighting and data projector etc.

Inspect all the equipment beforehand and to replace the globe on the
data projector as prevention is better then cure.

Appoint a trouble-shooter, supporter someone who does not have a
specific task and can be called upon at any time to assist in case
something unexpected does happen.

Show a pertinent audio visual aide or have a panel discussion or a
reserve speaker
We have a backup speaker!!!
One speaker is enable to arrive on time

If speaker must withdraw, they will be asked to propose an alternate
speaker from their company. But we reserve the right to select the
substitute speaker either proposed alternate or someone from a diferent
company.
4.3 Checklist and staff allocation to cover the day's

proceedings
Day of the Conference:

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Arrive at least two hours prior to the conference

Set up registration table
Drape club or Haas banner on registration table
Give registration volunteers check-in procedures
Post easels and signage directing guests to event location
Check media in each room
Check room set-ups
Have greeters at key locations
Escort all speakers throughout the day
A team member is responsible for presenters and must
welcome and inform presenters of facilities

show presenters their session location
Make sure presenters are happy with the technology and other arrangements
introduce to their audience
give the opportunity to speak within the allocated time
record as they speak (if needed)
Thank and present with a gift (if any).
Following the Conference:
Send thank you notes

Save all documents to shared drive
Set up a debrief meeting (within 1 month)
Reconcile budget
Take website off-line or update
Be sure to sign over checking account to new conference
leaders
5 FOLLOW UP CONFERENCE PROCEEDINGS

5.1 Prepare a checklist to finalise payment for all services
Following up the Financial Arrangements of a conference
After the conference, ensure that, relevant financial officer:
Check for payments made and those still outstanding

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Finalise all payments still owed by the organisation, such as for the
venue, accommodation catering, etc
Follow up any payments yet to be made to the organisation, such as
registration fees from delegates or sponsors' contributions.
Verify financial management
Ensure that the conference is audited in accordance with
organisational procedures and audit requirements. Relevant
documentation must be prepared for the organisation's financial
personnel or external accountant.
Prepare a financial report, including a profit and loss statement
5.2 Draft a sample letter of thanks for presenters/speakers at

the conference
Daliborka Pupovac
November 25, 2010

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International Speaker
His Company Pty Ltd
Bel Air Estates
Loss Angeles 93510 USA
Dear Speaker,
Thank you for speaking at Business Training Conference of National Educational Forum on 9
November 2011. Your presentation on Importance and need for business training was very well
received by our members. The information in your speech and the additional reference material you
provided were both fascinating and timely.
We hope that you enjoyed meeting the members of National Educational Forum and that you will
consider returning in the future to continue the discussion.
Thank you again for taking the time to speak at our conference.
Sincerely,
Daliborka Pupovac
Incl. Conference questionnaire
Daliborka Pupovac
November 25, 2010

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International Speaker
His Company Pty Ltd
Spring Valley 91977
California, San Diego
United States
Dear Speaker,
The presentation you gave yesterday on improving profitability and
growth of the business was excellent. The material you distributed will
be most helpful, and I look forward to sharing it with several friends who
were unable to attend.
There is a definite need among Business owners to become better informed
on this topic.
Thank you again for such an informative and pleasant afternoon.
Sincerely,
Daliborka Pupovac
Daliborka Pupovac
November 25, 2010

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Darryl Blake
His Company Pty Ltd
202 Ryans Road
Sidney NSW 2001
Dear Speaker,
I just want to thank you again for coming to speak to our Annual Conference. Your lecture and
slides were interesting and informative, and the workshop was excellent. All together, it was a
grand way to start our organizations year.
I hope that you will remember our group by the attention and enjoyment that everyone else
displayed.
You are a generous and inspiring speaker. Thanks again for sharing your talents and knowledge
with us.
Sincerely,
Daliborka Pupovac
CONFERENCE ORGANISOR
5.3 Draft a minimum of 5 questions which could be asked in

an evaluation questionnaire
On site evaluation questionnaire, simular questionnaire will be sent out 6
months after the conference to check on short term outcomes.
EVALUATION QUESTIONER YOUR FEEDBACK

IS INVALUABLE
Thank you for being with us at this years conference we hope you had an
amazing time. To help us improve with each conference we wondered if
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you could give the team some general feedback and a little testimony to
encourage everyone even more.
1.
Were you made aware of centres facilities?

Yes
No
Partly
Other (please specify)
2.
Were you made to feel welcome and comfortable?

Yes
No
Partly
If NO please specify what made you feel unwelcome or uncomfortable
3.
How would you rate the conference program?

Excellent
Interesting
Very Good
Good
Not Good
Needs improvement What would you change?

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4.
How would you rate the venue?

Excellent
Very Good
Good
Not Good
Needs improvement
Any suggestions about what can be improved?
5.
How satisfied were you with the reception service?

Very satisfied
Satisfied
Not satisfied
Other please comment
6.
How satisfied were you with the housekeeping?

Very satisfied
Satisfied
Not satisfied
7.
How satisfied were you with the technical assistance?

Very satisfied

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Satisfied
Not satisfied
8.
How satisfied were you with the food and beverage?

Very satisfied
Satisfied
Not satisfied

9.
Did you enjoy the conference?
Yes
No
Neutral
What would you change?
10.
How much did the conference match your expectations?
Above expected
Very much
Well
Neutral
Not at all
Please specify what would you change?

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11. What
was your highlight of the conference, anything you specifically

enjoyed?
Thank you for taking the time to provide us with your valuable feedback.
Please return this form to reception.
Name______________________________________
Conference______________________________ Address
___________________________________________________________________________
Room No. ______________________
Date of stay ____________________
5.4 Arrange for outcomes and papers to be distributed

Arrangements of the conference papers
R
R
R
R
R
R
R
Conference paper must be printed and despatched

Photographs must be developed and distributed if required
Photographs included on the website
Despatch the records of the conference to delegates as required.
Place the records of the conference on the website
Burn the material on a CD-ROM
Printed and bound book, a folder of papers, a CD-ROM or a tape
distributed as required
R All material, papers, records photographs etc must be collated and
packaged appropriately
R Material may be sent to all delegates, to those who pay a fee, or to
those who request the material.

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5.5 Short report on questionnaire results & recommendations

for future conferences
The results of the questionnaire were more then positive.
98% of attendees were happy and satisfied with the conference program.
97% of the attendees stated that the conference may contribute to the
improvement in the business training area.
97% of attendees declared that information and networking opportunity
provided at the conference will be applied to their workplaces.
96% of the participants answered that attending the conference increased
their awareness of importance of business training and establishing a
learning organisation.
75% of attendees declared that attending the conference increased their
contacts with other people working in the same area.
97% of attendees stated that conference helped them access information
and resources about business training and education.
2% of attendees believe the conference did not make their expectation.
Speakers and delegates were 100% satisfied with the venue and the
overnight accommodation.
Recommendations for future conferences
Spend more time on planning the conference

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Try to allocate more funds through sponsorships

Negotiate discounts and exchange of the services with the companies
THANK YOU TO OUR

VALUED SPONSORS

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6 APPENDIX A
Adelaide convention centre
Access
Dedicated lanes from
North Terrace lead to
our loading dock and
the Plenary Hall has
drive-in access for
virtually any sized
vehicle. If you can get
it on a truck, we can
get it in.
Business centre
To ensure our clients
can remain productive
while on the road, our
well-equipped Business
Centre is open daily
during events. Our
Customer
Relations staf are on
hand to ofer
assistance.
Car parking
The Centre operates
Conferences
Our international-standard
conference facilities include
a Plenary Hall surrounded by
14 serviced meeting rooms,
ideal for break-out sessions
and workshops. An expansive
atrium links the exhibition
halls, conference and
banquet areas, and the prefunction/foyer area ofers
panoramic views over the
river and parklands.
Dietary requirements
Our kitchen has the expertise
to cater for any religious,
regional or special dietary
requirements.
Event design
Our event designers can
transform your event with a
specialised theme to wow
your guests.
Performance lighting:
The most advanced
performance lighting
is available to achieve
that real pizzaz.
Robotic, computerised
lights move and
change colours under
the control of our
talented lighting
operators. Think of the
best stage shows and
concerts youve seen
and then imagine
those special efects
at your event.
Audiovisual: Our audio
equipment is world
class and can be
adapted to the size
and style of each
event, from a simple
speech to an
international concert.
Video and visual

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both the Riverbank and

North Terrace car
parks, which are open
24 hours/day, 7 days a
week. A total of 1,250
spaces are available
and access to the
Convention Centre is
via elevator. Video
surveillance camera
systems operate in
both car parks and
security officers patrol
regularly.
Communications and
internet
Public: Our high-speed
wireless broadband
network provides
internet access to all
areas of the complex.
Other communications
services
including standard
telephone and fax,
ISDN data services and
video conferencing
are easily
catered for. Eventrelated: A 100 Mbits/s
fibre link, along with
our extensive CAT-6
wired network, provide
extensive internet
facilities throughout
the Centre
From a simple but efective

stage for your business
presentation to a spectacular
room theme for your gala
dinner, we can do it all.
display equipment
evolves rapidly, and
we pride ourselves on
maintaining a stock of
the latest and best
there is. LED displays,
Event technology
projectors, cameras
The Centre employs the very and switching
latest event technology and equipment are just a
staf who know how to use it few things on ofer to
to advantage. Our highly
enhance your event.
skilled in-house team
handles every aspect of
Exhibitions, trade
event technical and
shows and fairs
production requirements.
No task is too big, or
Drawing from our huge stock too small. The entire
of equipment, we can
building, including
confidently provide just
exhibition space, is
about any item you require.
air-conditioned and
If its something unusual,
fully-carpeted and no
then well source it. Well
additional charges
work with you to achieve
apply. Exhibition halls
faultless presentations and
are also column-free
creative and imaginative
and natural light flows
technical solutions to suit
in from North Terrace.
your special event.
Our live load
Convention sessions can be
allowance is up to
recorded.
20kPa/2,000 kgs m2,
depending on the
venue. This applies to
vehicles plus
equipment. Wide,
direct drive-in
access provides ease
of delivery and
installation for even
the most complex
exhibits
7 APPENDIX B
10 Tips For Ensuring A Successful

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Presentation
Below you will find a list of helpful suggestions and tips. These are compiled
from the conference evaluations we have received from delegates over the
last several years
1. Ensure that your presentation
7. Create PowerPoint slides that are easy
addresses the bullet points outlined in the
to read. Ensure that your font size is 32
brochure. This is what the delegates will
pt., that there are a maximum of
be expecting to hear about and is the

basis on which they registered for the
conference.
4 bullets per page only and that your
color presentation will be readable from
2. Review the conference brochure for
the back of the room (and reproduce well
potential overlap with your topic. If
in black & white).
overlap is a concern, please contact the

relevant speakers (see attached speakers
list) or the conference producer to
8. Delegates expect to hear from the
discuss. We also encourage you to attend
speaker who is listed in the conference
the sessions prior to yours to know
brochure. Please make every efort to
exactly what was already said.
ensure that you are the one delivering

your talk. When this is absolutely not
possible, we rely on you to find a suitable
3. Focus on the how, not the what.
replacement.
Delegates tell us the most value receiving

practical, how to information that they
can apply immediately within their own
9. Ensure that you are thoroughly familiar
organizations.
with how to run your computer

presentation. Please submit all
presentations by deadline listed above.
4. Limit the amount of time you spend
Delegates expect a complete set of
giving background on your company and
conference materials with a presentation
its products or services (one or two slides
from each speaker. The conference will
at most). This leaves more time to
run more smoothly if we have all
address the main focus on your talk.
PowerPoint presentations prior to the

conference. We will save all presentations
on our laptop.
5. Do not read from your paper.

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10. Please bring a copy of your

6. Leave at least 5 minutes at the end of
presentation on a CD or disk as a backup.
your presentation for Q&A.

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Final Assessment Plan and Manage Conference

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BSBADM503BECGHPlan and Manage ConferencesFinal AssessmentStudent: ID

Skilled and Educated workers

BSBADM503BECGHPlan and Manage ConferencesFinal AssessmentStudent: ID

Planning the conference.......................................................................4

Appropriate budget estimate.............................................................5

GANTT chart for timelines..................................................................7

Draft program aligns with purpose.....................................................8

Relevant participants identified (i.e. Professional groups, etc)..........9

Source of speakers/presenters identified.........................................11

Promotion - what, when, where, how and why.................................12

PROMOTING THE CONFERENCE..........................................................13

An outline of your target audience...................................................13

2.2 A list of magazines, journals, newspapers where you will place

One page flyer..................................................................................14

Include a GANNT chart when publicity material will go out..............15

ORGANISING THE CONFERENCE..........................................................16

Entertainment - outline of functions planned, where, when, etc......21

Special needs - a list of any special needs.......................................27

BSBADM503BECGHPlan and Manage ConferencesFinal AssessmentStudent: ID

Coordinating conference proceedings.................................................29

Checklist and staf allocation to cover the day's proceedings..........31

FOLLOW UP CONFERENCE PROCEEDINGS...........................................32

Prepare a checklist to finalise payment for all services....................32

5.2 Draft a sample letter of thanks for presenters/speakers at the

Arrange for outcomes and papers to be distributed.........................40

5.5 Short report on questionnaire results & recommendations for future

BSBADM503BECGHPlan and Manage ConferencesFinal AssessmentStudent: ID

BSBADM503BECGHPlan and Manage ConferencesFinal AssessmentStudent: ID

1 Planning the conference

BSBADM503BECGHPlan and Manage ConferencesFinal AssessmentStudent: ID

Appropriate budget estimate

Estimated Conference Budget

Hire, delivery and set-up of equipment

Catering, special dinners/cocktail party

Stationery and brochure design and printing

Office expenses, advertising and mailouts

Accommodation to overseas presenters

Accommodation to Australian presenters

Travel to overseas presenters

Printing of program and abstracts

Gifts for speakers

Total Estimated Cost

BSBADM503BECGHPlan and Manage ConferencesFinal AssessmentStudent: ID

Budgeted Profit and loss Statement

Budgeted Profit and Loss Statement

BSBADM503BECGHPlan and Manage ConferencesFinal AssessmentStudent: ID

GANTT chart for timelines

Plan the conference

Clarify the purpose and

Estimate Conference Budget

Create GANTT Chart for timeline

Draft Conference Program

Identify relevant participants

Venue specifications listing

Anticipate Special needs of

Arrange for the time of

Decide on conference promotion

BSBADM503BECGHPlan and Manage ConferencesFinal AssessmentStudent: ID

Draft program aligns with purpose

PROGRAM - DAY 1 (Draft)

PROGRAM- DAY 2 (Draft)

conference opening and