TAFE SA BSBADM503: Planning and Managing Conferences - Practical Task

This assignment solution addresses the practical aspects of planning and managing conferences, focusing on administration and finance systems. It covers budgetary control, cash management, evaluation questionnaires, and registration procedures within the administrative context. The solution also details financial aspects such as estimated income and costs, profit/deficit calculations, cost estimations for tasks, enterprise limits, planning tools, ABN registration, and speaker fees. The document provides insights into the strategic considerations and practical steps involved in successful conference planning, offering a comprehensive overview suitable for students studying business administration.

1. Administration systems
The following are the tasks and processes under the administration systems
a. Budgetary control
The conference plan will involve $25,000 as budget. The budget control will be done through the
use of past projects on conference planning so that the right estimates on tasks and events will be
done. Feasibility study will be done to identify the costs of various deliverables so that the right
costs would be attached.
b. Cash management
The management of cash will involve restricting the handling to the as few persons as possible to
avoid to improve accountability. The accounts manager will be responsible for any money
transactions so that he can account for all the money spent. This will also avoid loss of money
through theft and other unaccounted for ways. Transactions will be recorded well in the
department.
c. Preparing evaluation questionnaires
These will be done after the event to the various staff who is involved in the planning and
execution of the conference to learn much about the event organization. The preparation will
involve both closed and open ended questions so that the right feedback is obtained. Distribution
will be done to all the various departments and customers for feedback about the event and any
changes that can be made.
d. Registration procedures
These will involve all the necessary procedures for company or business registration. The
company will apply the necessary registration requirements as stipulated by the law so that all
documents related to the business are obtained.

e. Day of event planning
This will be done through consultation with the relevant stakeholders in the company so that a
day is agreed upon and set. Most probably, the day will be set some five months before so that
proper preparations can be made. Staff will be told to propose for a suitable date.
2. Finance systems
a. Estimated income (money and in-kind)
The company expects to earn significant income after the conference since it will increase
customer awareness through brand and product publicity. During the conference, items will be in
display and this means customers will be making purchases. The expected is $ 500,000 in the last
quarter of the year.
b. Estimated costs (venue, product, samples, personnel, expenses
The expected costs for all items will be $ 25,000 as per the budget or less. Efforts will be laid
upon to see that the budget does not go beyond the estimated amount. Staff will be requested to
suggest ways of cutting down these costs.
c. Calculating any possible profits/deficits
The calculations for profits or deficits will be done using the financial metrics of sales in relation
to profit and loss.
d. Calculating expected cost of each task and arrangement
This will involve doing feasibility studies to enquire about the actual costs of items in the
market. Staff will also help to make estimations.
e. Limits set by the enterprise

The limits set by the company are as per the past samples of conference projects that have taken
place recently. The limits help to avoid over budgeting and ensure costs are cut down.
f. Planning tools and resources (e.g. budget control charts, specific software)
The tools of planning will involve the use of trello, eventopedia, papercrown and ex ordo
software to manage the data. Financial software such as the SPSS will be used to calculate
metrics related to profits and loss.
g. Registration of Australian Business Number
This one will involve getting a registration policy that will guide on getting the number. The
Australian council will help us get one.
h. setting conference fees (if any)
This one will not be involved as the company intends to make us of business, space, premises
and halls
i. speakers' fees (if any)
The quest speaker will be rewarded and compensated with a prize worth $ 1000 and cash ranging
from between $ 50,000