Plan a conference

SOLVE A PROBLEM 1: Prepare meeting documentation

You will need to create a Notice of Meeting and an Agenda for the first meeting. An
example of these documents is in the Administration folder but remember the
format should be used as a guide only.
Submit the completed Notice of Meeting and Agenda for all committee members to
your online tutor for feedback.
This activity will form part of your assessment.

Australian Tourism Operators Association

Notice of Meeting
The first general meeting will be

Thursday 29th July 2014

Notice is hereby given that the meeting of Valley View
Publications will be held at 10.30am on Thursday 29th
July 2014.

1. CONFERENCE to decide the venue and date

2. OBJECTIVE-to promote tour operator who provide
the people with disabilities.

3. ORGANIZE GROUP - make the responsibility matrix

4. SHEDULE &GANNT CHART- decide the task and
scheduled

AGANDA
DATE:29th July Time:10:30 am Host:
1. Welcome and introductions (10 mins)
2. Conference theme (10:40 11:00)
2.1.Select Venue
2.2.Select Date
2.3.theme
3. Objective discussion-(11:00-12:00)
To support tour operators and wholesalers in promoting and marketing
their products
To promote tour operators who provide leisure options for people with all
types of disabilities
4. Lunch Break (1.5HR)
5. Organize group (1:30-2:00).

6. Conclusion (2:00-2:30)

Organise a conference
SOLVE A PROBLEM 1: Develop an action plan
Develop an action plan for organising conducting and evaluating the conference.
Check the documents in the Administration folder. Organising Successful Events
and the Conference Timeline for Escape the Norm will be particularly helpful.
Ensure that your Action Plan includes the task, the time it will take and the date it
will be completed.
You may want to refine your Action Plan as you work through this competency. You
will be asked to submit a final version as part of your assessment.
Submit your Action Plan to your online tutor for feedback.
This activity will form part of your assessment.

Organise a conference
SOLVE A PROBLEM 3: Prepare a one-day conference program
Many conference organisers prefer to notify participants of speakers and workshops
as part of the registration form.
Use the Conference Program in the Administration folder to develop a one-day
program. You should plan for two keynote speakers in the morning and five
concurrent workshops during the afternoon. The workshops will be repeated after a
break for afternoon tea. In this way, participants can attend two different
workshops for the day.
Your Conference Program should also show the start and finish times of the
conference and individual sessions.
Submit your work to your online tutor for feedback.

Time

Presentation/Workshop

9:00-9:20

Coffee time and preparation

9:30

Australian Standard Disability Symbols

Suggested Speaker

Contact Details

Mr Peter Morgan

P.morgan@atoa.

Better Business Tourism

mail.com.au

Accreditation Program
Board of Victoria
Accreditation of Access - STAR RATING

AAA
Tourism Body

Access for independent and assisted

people with disabilities; the need for
personal assessment specific to
different needs of access

12:001:30

Lunch break

1:30-2:00

Workshops 1

Woody Marriott
Simon Darcy
Panel

Marriott.w@gmai
l.com
darcy@atoa.mail.
comau

Accommodation
Attractions
Travel
Discovering Creativity through
Recreation
2:00-2:30

Workshops 2
Individual as opposed to group tourism

See Website

Recreation programs in Canada

Anne & Richard Lockwood

Adventure Sports

Pam Abbots

abbots@hotmail.
com.au

Woody Marriott

Marriott.w@atot.
mail.com.au

Extreme Sports

The Disabled Environment

Ambleside Tours

2:30-3:00

Workshops 3

Poor customer service

The Environment for everyone moving
walkways
Path surfaces
Universal Planning

Max Murray
Paraquadic

3:30-4:00

Murray.m@yaho
o.com.au

Workshops 4
Building design issues - implementation

Control in issuing building permits

Access Sensitive

Ross Clark
Vision Australia

Clark.r@gmail.co
m
www.visionaus.co
m.au

4:00-4:30

Workshops 5
Parks and Gardens Access

4:30-5:00

Conclusion and the end

Promote a conference
Choosing the message
The aim is to reach the target audience with the message that the conference has both
site and topic attractiveness. The aim of promotion material is to capture the reader's
attention and solicit interest.
Ideally, the message would attract attention and stimulate action to register for the
conference. A catch-phrase may be used in promotion.
SOLVE A PROBLEM 2: Develop the message
This activity will form part of your promotional timeline report.
Develop a message for your target audience which is framed based on these
factors:

message content: the right appeal to the prospective delegate

message structure and format: the choice of copy, design of text, its
packaging, and timing
message spokesperson: use of celebrity or credible spokesperson
message delivery: allocating the right media

Use the document Choosing the Message from the Administration folder to develop
your message and structure its delivery. Write a short briefing paper about the
Access for All conference which can be used to write publicity material and to brief
graphic designers.
Your briefing paper should specify:
1. Message content:

name or title of conference

catch phrase or slogan for promotional material

2. Message structure:

the message text

3. Message design: instructions for the designer

4. Message format: instructions for the public relations consultant
Submit your briefing paper to your online tutor for feedback.
This activity will form part of your assessment.

ACCESS for ALL

CONFERENCE

ENROLL THE CONFERENCE... ACCESS YOUR FUTURE...

16 November 2014
TH

Promoting and marketing

Future of tourism
Amazing of the leisure options

Promote a conference
Developing the promotional timeline
SOLVE A PROBLEM 3: Develop the promotional timeline
Develop a Conference Promotional Timeline for 24 weeks, finishing with the
conference. Use the format laid out in last years Conference Timeline document
available in the Administration Folder.
Set these dates:

Media blitz: Select a suitable period for the concurrent release of major
publicity
Invitation for conference speakers, and deadline for acceptance
Mailout to the mailing list, by post or email
Preparation, production and installations of conference signs
Print media: Make sure the timeline includes these stages:
o develop draft brochure
o book use of production/printing facilities
o approve brochure
o distribute brochure

Include these stages for other print material, posters, media release, feature
article, and so on.

Electronic media
o develop draft media message
o book timeslot in media outlet
o approve media message
o produce media message

Produce your timeline and submit it to your online tutor for feedback.
This activity will form part of your assessment.

PLEASE FIND AN ATTACHMENT.

Coordinate conference proceedings

SOLVE A PROBLEM 1: Daily Action Plan & Checklist
As you work through this section, develop:

a daily action plan for the two days before the

conference
a checklist for the day of the conference

When you have completed this activity, email it to your

online tutor.
This activity will form part of your assessment.

Coordinate conference proceedings

SOLVE A PROBLEM 3: Brief Staff

Using documents in the Administration folder that relate to
Briefing Staff on Registration Issues, Organisation Procedures
and Recording Processes, develop a one page briefing for
registration desk staff.
You may need to make up some details but your briefing
instructions should cover the items in the Administration
folder documents.
Submit your work to your online tutor for feedback.
This activity will form part of your assessment.

Checklist briefing staff

Information collected

Name of the conference

Program chairman

Goal/objective of the conference

Type of conference

Number of people attending

Method of informing them of the conference

Fee for attendance

Budget

Date(s) it will be held

Location where it will be held

On premises

Off premises

Meeting hours

Speakers

Topics

Concurrent sessions

Workshops

Meeting room requirements

Coffee breaks

Luncheon

Intermissions

Reception

Materials for distribution at the meeting

Exhibit area

Meeting requirements

Evaluate conference proceedings

Conference evaluation
As you expected, there is considerable information in the Administration folder. Your
predecessor must have taken a course of some kind and obtained documentation on
Conference Evaluation.
You can use information from all stages of the conference to develop a comprehensive
and useful post-conference report.
SOLVE A PROBLEM 1:

Report on evaluation strategy

Using the information in the Administration folder write a short report for
Angus outlining how you will evaluate the conference. Tell him what
information you will collect and how you will collect it.
Submit your work to your online tutor for feedback.
This activity will form part of your assessment.

Report of Access of All

Date: 26th November

Budget - predicted and actual

Items

venue

Food and beverage

catering

publicity

speakers

Budget-predicted

Budget-actual

 Registration schedule
Promotion schedule
Statistics of attendees
95% of attendance came to this conference while reaching the predicted attendees.

Conclusion