TAFE NSW Diploma of Business Admin: Conference, Meetings & Projects

This assignment addresses key aspects of business administration, focusing on conference, meeting, and project management. It begins with an analysis of conference planning procedures, tools, and budgeting strategies, referencing the "Critical Event" case study and relevant policies. The assignment then delves into meeting management, defining meeting terms, exploring various meeting structures, and outlining the responsibilities of a chairperson. Furthermore, it investigates project work, examining project management tools, project management documents, and risk management processes, including identification and mitigation strategies. The student provides detailed explanations, evaluations, and recommendations across all topics, demonstrating a comprehensive understanding of the subject matter.

Part 1: Written answer
You will need to access the Plan2go website and log-in using your TAFE username and password.
This website functions better if you use Google Chrome. Navigate to the Staff Intranet, Our
document library. Enter a keyword into Search to locate Plan2go templates and policies. Note: To
access ‘The Critical Event’, type Event into the search and select the 2011-TheCritical Event folder.
BSBADM503 – Plan and manage conferences
1. Analyse “The Critical Event” policies and procedures. Summarise your analysis for each
document in relation to planning and managing conferences.
Organisational
document title Summary of document
Conference
Planning Procedure
The conference planning procedure comprises of confirming the purpose
of conference along with confirming facilities requirements and its
budget. After this, next step of panning procedure is to identify the
speakers along with proper drafting of conference program. Identifying
participant target and pan conferencing administration also forms part of
conference planning procedure.
Recording Process
The recording process comprises of in lining all organisational protocol
and along with maintaining proper planning documents together with
continuously amending and modifying ii with additional information.
Add additional rows to table as required.
2. Research conference management tools. Evaluate suitable tools which could be used to help
you manage a conference. Select a minimum of two (2) tools to discuss. Compare your
evaluation with the policy and procedure requirements of “The Critical Event”
Tools Evaluation
Registration form
It is a vital conference management tools
which comprise of all the information about
the contact information of participants along
with having all relevant information about
communications and secure payment process
through which participants can become a part
of conference. It is linked critical event and
conference planning procedure as it facilities
information about the participants.
Conference task checklist It also forms a vital part in conference

management as it includes and comprises of
all essential components and task they are
needed to be performed before and during the
conference. Thus, ensures that none of the
activity and task should not get overlooked
and also reduce chances of mistake and chaos
during the conference.
Add additional rows to table as required.
3. Research and prepare a list of budgeting strategies that will allow you to keep within your
budget when planning and managing a conference/event. Explain your response.
Spreadsheet
Implying and making use of spreadsheet as budgeting strategy is a vital way that allows
keeping budget within the set limit while planning and managing conference as it helps in
determining the state of finance and helps in planning spending in an effective manner
over the course of period as every expense is allotted in a managed way without
exhausting the set coffers.
Accounting software
Use of accounting software such CountAbout, Mint and many other software
facilitates and provide an improved way of budgeting which ensures a better control and
check over the various expenses made during planning and managing conference. Apart
from this, use pf accounting software also limits the chances of financial and calculation
error while preparing budget.
Classic categories
The class categories and strategies that can be adopted for allowing and ensuring to
keep within budget when planning and managing a conference/event comprises of use of
Zero balance or traditional budget along with use of envelope budget which supports a
more structured and traditional form of budgeting to have effective check and control
over the expenses of conference.

4. Discuss recommended techniques for conference or event planning. How do you establish
setting milestones for this type of project?
Event date, progress budget and venue bookings- it has been recommend that the event
date should be booked on a day that is preferable by all the participants. Further making
use of accounting software is also recommending as suitable technique for progress
budget and also suggested that venire booking should be made after analysing the
location feciability and its accessibility.
Promotions- the promotion of conference can be through having a strong subject line and
along with effective use of SEO techniques and applying improved ways of advertising
thrush making use of social media.
Deadlines- setting out conference deadline is a highly recommended techniques for
having improved conference and event planning as it provide vital information about the
project timeline and maintain the structure and duration of various task for having
improved planning.
Attendees communicate with them- it is recommended to set a proper communication
between the attendees that can be made through making use of online techniques or
social media as it helps in improved experience and notified them about various events
which ensures improved conference planning.
Gantt chart- it is most vital and effective management tool which is recommended for
effective conference and event planning as it helps and assist in properly scheduling all
activities of project along with simplifying the various project activities through more
systematic and effective presentation of them.
BSBADM502 – Manage Meetings
5. Research the meaning of each term listed below and explain the term in relation to managing
a meeting.
Your answer should be a minimum of 10 words per meeting term but no longer than 30 words per meeting
term.

Meeting Term Definition
Agenda
It is basically provides a list of things to do
along with plan for meeting which comprises
of all important and relevant points that helps
in providing logical guide and bring harmony
to a meeting.
Apologies
The meaning of term apologies basically
comprise the records of those participants
who have not been in the meeting attendance
thus, apology can be wither accepted or
rejected.
Chairperson
The chairperson of the meeting is the one
who has been appointed at the highest
authority during the meeting who ensures
that all the participants must effectively follow
all the set convention of the meeting.
Proposal
A proposal within a meeting mainly comprises
of a plan or an idea that can be in a formal
manner or simply a written paper which is put
in meeting for suggesting the people to think
about that and decide upon.
Quorum
It represents the minimum number of
participants and members that must present
in a meeting for deliberative of a meeting or
assembly which are necessary to conduct a
meeting.
6. Discuss the various meeting structures and arrangements, list each and include an appraisal of
when different ones would be used. Discuss at least 7.
Structure Arrangements and appraisal
Formal meeting Formal in nature which require equipment and minutes are also taken.
Informal meeting Comprises of regular staff meeting which are self-managed and more
interactive
AGM Annual general meeting where employees and management discuss
various business matters.
Board Meeting Formal meeting held at regular in intervals

Staff meeting conducted at regular interval to discuss future plans
Inaugural
meeting First meeting held at the time of establishment of a company
Extraordinary GM Held during some unanticipated event occur to precipitate or discuss the
crisis.
7. Outline the responsibilities of the chairperson in a meeting. Discuss how group dynamics can
impact the management of a meeting.
The responsibility of a chairperson comprises of setting agenda, maintaining order along
with ensuring proper convention of the meeting together with ensuring fairness in the
meeting. Group dynamic lead significant impact on management of meeting as a diverse
group dynamic call out for a more efficient management where people from different
culture and view point are present.
8. Describe the various options for meetings (including face to face, teleconferencing, web
conferencing and using webcams). Provide a recommendation of when the different options
would be used.
Types of meetings Purpose
Face to face Where all the participants are physically present at the
same place for meeting which is recommend to have
important business discussion
Teleconferencing Conducted using a telephone and simple to organise in
most economical manner.
Web conferencing Held in a room with special facilitates which leads to time
and cost saving meeting.
Add additional rows to table as required.
9. Plan2go have procedures and policies relating to organising meetings. Search the document
library for these documents, summarise in your own words the policies and procedures relating to
the terms in the table below.
Organisational
document title Summary of document

Agenda Provides the list of things to do along with plan for meeting which
comprises of all important and relevant points
Minutes Comprises of instant written record of a meeting
Room Bookings Related with fixing of location and venue of room
Policy Comprises of all set rules and policies of meeting

BSBPMG522 – Undertake Project Work
10. When running a project, specific project tools are utilised to ensure it runs smoothly.
Research project management tools to give three (3) examples and how each example
selected contributes to the project.
Project Tool Contribution
WBS Work break down structure is a vital project tool which support proper
bifurcation of resources
Gantt chart Helps is propel management of project timelines through systematic and
clear presentation of task
Excel Used for preparation of budget and various records of a project in an
effective manner.
11. Research project management documents. Outline the types of documents and other
sources of information commonly used in defining the parameters of a project.
Your answer should be a minimum of 150 words but no longer than 250 words.
Types of project management documents
Scope statement and Baseline schedule and budget
Stakeholders engagement and communication plan- this document provides information
about the process that is used to maintain engagement and share information with
stakeholders.
Human resources plan- this project management document provides information about the
time till which different people are expected to do work on a project along with highlighting
their role and responsibility.
Quality plan- it is also a vital project management plan that is prepared to show the required
standards and metric used with the project to maintaining its higher quality.
Risk Plan- it is also a vital document which is used during project on going to identify and
mitigate the possible risk.
Procurement plan- this document is mainly prepared to provide information about the
various resources and assets that are required to carry out the project.
Project parameters

Project scope- it sets out the limits of the project which need to be agreed before project.
Project stakeholders- provide information about stakeholders along with their role and
responsibilities.
Reporting requirements- provide information about who is going to report whom under
which circumstances.
12. Research and analyse risk in project management. Explain the process for identifying and
managing risk when you are planning a project. Also document the process of including risk
management when conducting the project.
Your answer should be a minimum of 250 words but no longer than 500 words.
Analysing and managing risk forms out a vital part of every project which can hamper and
reduce the efficiency level of a project. Implication of risk and regular managing risk during
the project ensures and leads to better placed for project to have successful operations
through staying alert and mitigating risk by having timely corrective and preventive actions.
Process for identifying and managing risk
The first step for identifying and managing risk comprises of making risk management an
essential and vital part of project plan that should be effectively embedded altogether with
plan to effectively analysis and identify possible risk. The next step for identifying risk
comprises of using and analysing the lessons learned from some previous similar project
which set out a base for potential risk during current project. Further, documentation also
plays a vital role in identifying and analysing possible risk. The other vital step of process of
identifying and managing risk comprises of communicating risk with ever member of the
project as a risk can be effectively mitigate and overcome only when project manager and
members are aware about it. Apart from this, considering all possible threats and available
opportunities is also a vital step to timely analysis and overcome the negative effects of risk
through applying proper corrective action. Beside this, properly designating and clearly
stating the ownership and responsibility of risk is also a vital step pf risk management plan to
have proper accountability to a team member to overcome or resolve a particular risk. Apart
from this, maintaining an effective risk register or risk log is also a vital step that allows
better review and monitoring of risk which comprises of description about cause and
response for all possible risk.
13. When planning your project, outline the legislative and regulatory context requirements
including work, health and safety required.
Your answer should be a minimum of 250 words but no longer than 500 words.

It has been analysed that all the people along with all the associated organisations are
required and effectively needed to comply with relevant legislation and regular context to
which they are subject to while conducting and leading out a project. The legislative and
regulatory context requirements associated with a work or project mainly includes meeting
up of all the prescribed laws along with set regulations and other by-laws. Each organisation
and project manager requires to analysis and determine their legislative obligations which
they are need to abide by and follow during the course of project planning and its
implication. With respect to current understanding about a project planning and meeting it
has been analysed in relation with the legislative and regulatory context requirements
including work legislation and regulation that two separate concepts that are effectively
applied and undertaken within a project planning to maintain a clear division of labour
whereas implication of legislation and regulations are sets out with the principles of public
policy, along with regulation implementation of these principles for effectively bringing
legislation into effect. The various acts and legal laws that are followed while planning and
conducting current project comprises of Work Health and Safety Act 2011, Australia's anti-
discrimination law, the Fair Work Act 2009 and competition and Consumer Act 2010. Beside
this, all the measures are taken to mitigate the hazards threat and all kind of potential injury
and harm to a person to maintain a safe and healthy atmosphere during the project along
with keeping an effective check and control on all form of inadequate working practises.
14. At Plan2go projects exist within the context of the organisation.
a. Explain and justify the importance of ensuring that your project aligns to the
organisation’s mission, goals, objectives and operations.
Your answer should be a minimum of 250 words but no longer than 500 words.
It has been find out and analysed that aligning project management and organization
strategy along with the mission, goals objective and operations is vital to produces
significant benefits for the organization. It has been observed that this alignment among
various components of a project helps in improving the project success rates by the way of
enhancing the ability for the organization to address customers and participants needs and
expectations in a more effective and vital manner. It has been analysed that align project
with organisational mission and goals is vital to set out a clearer communication and
transparency in work which ensures success of project along with meeting of organisational
goals. Apart from this, it has been also seen that communication of organisational strategy
and vison in a relentlessly way offers higher efficiency in project along with guiding staff that
meet the set gaols as per the company framework. At last, alignment of project with
organisation goals and objective also avoid incentives and confuses along with emphasis and
focus in attaining goals.
b. Explain and justify the importance of following organisational policies and
procedures, including lines of authority, approvals, recordkeeping, reporting, quality
assurance, human resources, budgets and finance.

It has been analysed that it is important to follow organisational policies during a project
to ensure that all the activities are undertaken and carried out in an effective manner as
per set organisational rules and policies. It has been analysed that record keeping which
comprises of in lining all organisational protocol and along with maintaining proper
planning documents is important to ensure continuously amending and modifying it with
additional information to support higher success. Human resources forms out vital part if
every project as it facilitates supports in performing and carrying out various activities.
Quality assurance is essential to maintain high quality and success of project. At last,
proper implication and planning about budget and finance is also important to ensure
proper meeting of all the expenses which is required to conduct a project in a smooth
and efficient manner.
Please review your responses and ensure you have corrected any spelling and
grammatical errors.

Part 2: Assessment Feedback
NOTE: This section must have the assessor signature and student signature to complete the feedback.
Assessment outcome
☐ Satisfactory
☐ Unsatisfactory
Assessor Feedback
☐ Was the assessment event successfully completed?
☐ If no, was the resubmission/re-assessment successfully completed?
☐ Was reasonable adjustment in place for this assessment event?
If yes, ensure it is detailed on the assessment document.
Comments:
Assessor name, signature and date:
Student acknowledgement of assessment outcome
Would you like to make any comments about this assessment?
Student name, signature and date
NOTE: Make sure you have written your name at the bottom of each page of your
submission before attaching the cover sheet and submitting to your assessor for marking.