2024-2025

Semester I
 Plan & Manage Events
An Overview
Unit Descriptor
Elements &
Performance
Criteria

Unit
Application

Employability
Skills
 Plan & Manage Events
An Overview
Unit Descriptor – This unit describes the
performance outcomes, skills & knowledge
required to plan, promote & coordinate events,
ensuring follow up procedures are incorporated.

Application of the unit – This unit applies to

individuals employed in a range of work
environments who are required to plan & manage
events. They may work as senior administrative
staff, or may be other individuals who have been
delegated responsibility for planning & managing
an event.
 Plan & Manage Events
An Overview
Plan Events
1.1. Confirm purpose, required outcomes & style of
event with event convenor/s

1.2. Confirm event facilities requirements, budget, &

preparation time line with event convenor/s

1.3. Identify speakers/presenters and/or prepare

a call for papers in accordance with event purpose &
style

1.4. Draft event program in line with stated

purpose & balance choice of program elements to
allow outcomes to be achieved
 Plan & Manage Events
An Overview
Plan Events

1.5. Select, invite and brief speakers in

accordance with event program

1.6. Identify participant target group and project

numbers in consultation with event organisers

1.7. Plan event administration requirements and

tasks, processes and resources to ensure
efficient management of event data
and resources
 Plan & Manage Events
An Overview
Promote Events

2.1. Establish a promotion strategy that

reaches required number of target
participants

2.2. Prepare publicity material in accordance

with the promotion strategy and budget
allocation/s, and despatch within
designated time lines
 Plan & Manage Events
An Overview
Organise Events
3.1. Make event arrangements in accordance with
booking lead times & budget allocations
3.2. Record acceptances, receipt fees & confirm
participants within time lines
3.3. Identify & cater for participants' specific needs
3.4. Confirm program details and prepare event
papers in accordance with speakers'
requirements and event time line
3.5. Despatch pre-event information to participants
within designated time lines
 Plan & Manage Events
An Overview
Coordinate event proceedings

4.1. Check event facilities to confirm they meet

agreed requirements

4.2. Register participants in accordance with

planned registration procedures

4.3. Communicate to participants any late

changes to the published program
 Plan & Manage Events
An Overview
Coordinate event proceedings

4.4. Make contingency arrangements to ensure

the smooth running of the event

4.5. Ensure speakers' schedules are managed and

their event requirements met throughout the
event

4.6. Manage administration requirements

during event in accordance with the plan &
schedule
 Plan & Manage Events
An Overview
Follow-up event proceedings

5.1. Record, report and/or follow-up event

outcomes in accordance with requirements

5.2. Prepare event papers for publication &

distribution within designated time lines

5.3. Post- event correspondence is prepared &

despatched within designated timelines

5.4. Finalise receipts / payments, & acquit

event funds in accordance with procedures &
audit requirements
 Plan & Manage Events
Required Skills & Knowledge

Communica- Numeracy
Literacy skills
-tion skills skills

Planning &
Problem-
organising
solving skills
skills
 Key Elements
1. Plan Events
* Purposes of events (for examples)
 Expanding business contacts
 Marketing of products
 Networking
 Presentation of findings/research
 Professional development
 Promotion
 Training
 A mix of the above
 Key Elements
1. Plan Events

1 Event
Click Styles
to add Title
 Formal
 Informal

1 Event
Click Convenors
to add Title
 Board of management
 Steering committee
 Supervisors/ Team leaders from
different departments
 Key Elements
1. Plan Events
The event convenor(s) should consider the
following:
 Participants and their special needs
 The budget for the activity
 Event timing
 Venue of the event
 Speakers and presenters required
 Promotion of the event
 Management of the event on the day
 Key Elements
1. Plan Events
Who is your key audience?
 It is important to identify the target audience for
-

your function as it will make it easier to choose

topics and the speaker(s) of interests to the
audience. It helps to decide on a suitable format
& style for the event.
 Criteria for target audience (for example)
 Age
 Educational background
 Business experience
 Amount of the enterprise knowledge
 Key Elements
1. Plan Events
4 Facilities

 amenities
 audio-visual flip charts
equipment
overhead projectors
 catering
parking
 computer equipment
room size
 electronic
screens
whiteboards
stationery
 Key Elements
1. Plan Events

Demonstra- A mix of
Workshops
-tions the above

* Program
Plenary elements
Videos
session

Practice Small
session groups
 Key Elements
1. Plan Events
* Budget Planning

 calculating any possible profits/deficits

 calculating expected cost of each task &
arrangement
 limits set by the firm / organization
 planning tools and resources (ie. budget
control charts, specific software, etc.)
 setting fees (if required)
 speakers' fees (if any)
 Key Elements
1. Plan Events

* Budget Planning

• Venue for event, plus any workshops

associated with the event
• Presenters / speakers fees
• Catering
• Accommodation for speakers & attendees
• Travel for speakers & attendees
• Event resources / material being
printed or produced.
 Key Elements
1. Plan Events
* Timeline
 Length of the event
 Date & time of the event
 A timeline list – all the tasks that need to be
completed & the time required to complete
each task
 Gantt chart: a planning & promoting timeline
that can be used to show all the tasks
required to organize an event & the estimated
time each task will take to complete.
 Key Elements
1. Plan Events

* Hints for effective timelines

 Choose the date that does not clash with
(a) public holidays, major events (interstate &
within the state);
(b) Christian & non-Christian holidays;
and (c) the end of taxation year.

 Check that similar event are not being held at

the same time as your current event
 Key Elements
1. Plan Events
* Hints for effective timelines

 Allow time for printing materials

 Allow time for booking of speakers, venue,
& catering
 Allow time for arranging travel for those
attending from interstate & overseas
 Give participants enough notice – they can
make arrangements to attend the upcoming
event.
 Key Elements
1. Plan Events
* Administration Requirements

(1) Budgetary Control

(2) Cash Management

(3) Preparing evaluation

questionnaires

(4) Registration Procedures

 Key Elements
1. Planning Summary
In order to plan the details of as event:

• The purpose, required outcomes & style of the

event must be confirmed with the event
convenor(s).
• The budget and timelines for the event must be
determined at the commencement of planning as
well as the facilities required.
• Suitable speakers/presenters must be identified.
• A program should be drafted which reflects
the purpose of the event.
 Key Elements
1. Planning Summary
In order to plan the details of an event:

• Speakers must be selected, invited and briefed.

• The target audience must be indentified and
numbers estimated
• Administration requirements must be analyzed &
tasks and resources planned to ensure that
event data / resources are managed efficiently.
• Date, time & venue for the event must be
arranged.
Questions & Answers