Part A - Questioning
The candidate will demonstrate a sound knowledge of the unit requirements in your responses.The candidate must complete all questions unassisted by other personnel, but may refer to reference material as needed.
Question 1.
How would you go about confirming the purpose, required outcomes and style of conference required and what details might you need? Answer in 100 to 150 words.
Question 2.
‘Best Mate Dog Food Company' is holding a conference to inform vets and pet shop owners about the latest results of scientific research into the dietary requirements of dogs. They also intend to promote their new range of dog foods. They have started to calculate their budget in the table:
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Item
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Projected
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Real
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Fixed costs
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Venue hire
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$2,500.00
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$2,200.00
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Invitations
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$600.00
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$500.00
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Postage
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$300.00
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$300.00
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Brochures
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$900.00
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$950.00
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Advertising
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$1,000.00
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$1,100.00
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Audio-visual hire
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$500.00
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$500.00
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Entertainment
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$750.00
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$800.00
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Total
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$6,550.00
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$6,350.00
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Variable costs
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Catering
$8x600
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$4,800.00
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Sample bags
$15x600
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$9,000.00
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Total
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$13,800.00
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Fixed income
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Sponsorship
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$1,500.00
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$1,500.00
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Organisation's contribution
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$4,500.00
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$4,500.00
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Total
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$6,000.00
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$6,000.00
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1) The projected variable costs have been calculated on the assumption that 600 people will attend the conference. However, when all the RSVPs have been received, only 480 people will be attending. Calculate the real cost of:
a. Catering
b. Sample bags
2) What is the real total of variable costs?
3) Using the projected costs and income, what is the minimum amount of revenue that needs to be raised to achieve a break-even cost?
4) Using the projected costs and income, what price will need to be charged per ticket to achieve a break-even cost if:
a. 600 people attend
b. 480 people attend
c. 300 people attend
Question 3
1) What characteristics should a good speaker have? List and describe at least 5 desirable characteristics.
2) What is the purpose of a call for papers? Answer in 25 words.
Question 4
1) What issues should be taken into account when choosing a date for a conference? List and describe at least 5 issues.
2) Explain the purpose of the following sessions in 20 words for each:
a. Orientation sessions
b. Opening sessions
c. Concurrent sessions
d. Closing sessions
Question 5
When selecting a speaker, what inquiries should be made and what information should be requested? Identify at least 7 considerations.
Question 6
What factors affect the size of a conference's audience? List and describe at least 7 factors.
Question 7
1) What are the benefits of online registration? List and describe at least 5 benefits.
2) Select an event, conference or convention and devise a checklist that can be used to prepare materials and equipment required for delegate/ participant registration. The checklist should be the equivalent of ½ page long.
Question 8
When could the following promotional forms be used to advantage? Describe the advantages of each in 20 to 25 words.
1) Trade press
2) Local radio or print media
3) Personal invitations
Question 9
1) What are the characteristics of a good press release? List and describe 10 characteristics.
2) What can be included in a press kit? List and describe at least 5 components.
Question 10
1) What should be done if materials are to be sent to the venue before the conference? Discuss what you would do in 100 to 150 words.
2) Why is it necessary to make conference arrangements in accordance with booking lead times? Answer in 20 to 25 words.
Question 11
What should be included in a confirmation letter to a participant once a registration form and final payment has been received? Identify at least 5 considerations.
Question 12
How can you identify an attendee's specific needs? Discuss in 40 to 50 words.
Question 13
What is the purpose of an abstract? Answer in 20 words.
Question 14
List 5 types of pre-conference information that might need to be despatched to participants.
Question 15
Design and draw up a checklist you could use when assessing a venue. Your answer should be the equivalent of at least 1 page in length.
Question 16
What participant details should be checked at registration? Identify at least 5 registration details.
Question 17
How can changes to a conference program be communicated to participants? Describe strategies you might use in 30 to 50 words.
Question 18
What should be included in a contingency plan? Discuss contingency planning and inclusions in 50 to 75 words.
Question 19
Why should speakers time their presentations? Answer in 30 to 50 words.
Question 20
During the conference, what administrative duties might need to be carried out? Identify and describe at least 10.
Question 21
Why is debriefing necessary? Answer in 25 to 30 words.
Question 22
Record at least 3 of each advantages and disadvantages of publishing conference papers in electronic or printed form.
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Publishing format
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Advantages
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Disadvantages
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Electronic conference papers
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Hard copy, printed conference papers
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Question 23
List at least 10 types of correspondence that could be distributed after a conference.
Question 24
What will a conference auditor check? Describe their responsibilities in approximately 30 words.
Question 25
Explain how you can use policies and procedures to make sure you comply with an organisation's expectations in relation to planning and managing conferences.
Question 26
What tools can you use to support conference management? You might have to conduct research to identify contemporary conference management tools. Identify and describe at least 5.
Question 27
Explain in 150 words how you can apply budgeting strategies to a conference.
Question 28
How can you plan a conference and set conference milestones? Discuss planning in 150 to 200 words.
Part B - Project
Complete the following activities in detail. Provide a rationale for your responses and support them with real-life examples where possible. You are going to organise a conference suitable for/ relevant to the industry you work in/ the organisation you work for. Alternatively, you can use the conference in the scenario given in theassessment folder.
1. Select and explain the purpose and topic of your conference.
2. Identify the most appropriate style for your conference.
3. Design a checklist that you could use to assist you in selecting/ assessing a conference venue.
4. Write a conference program for your conference.
5. Write a call for papers for your conference.
6. Write a confirmation letter that could be sent to selected speakers.
7. Identify the target audience for your conference.
8. Design a registration form for your conferencewhich establishes any special needs and requests of the participants.
9. Design an evaluation form for your conference.
10. Write a press release for your conference.
11. Write a confirmation letter to be sent to attendees once they have registered for and paid in full for the conference.
12. Outline the procedures you would establish to ensure swift facilitation of registration at the venue.
13. Design a form that speakers could complete to outline their conference requirements.
Attachment:- Part-Scenario.rar