The Chinese Convention for Nasopharyngeal Carcinoma (CCNC 2008)


 


 


 


            This paper discusses the planning mechanism of the Chinese Convention for Nasopharyngeal Carcinoma ( 2008). It will provide an outline of the event planning and management procedures of CCNC 2008. This symposium will focus on the exposition and medical information dissemination of the fundamentals of nasopharyngeal carcinoma. Primarily, the organizing bodies that will spearhead the conference are medical-related individuals and health-related civic organizations. The participants are people who have nasopharyngeal carcinoma as well as parents who have children with the said disorder. This report will not delve into the full details of the activities to be conducted. It will just present the framework and list of culminating activities to be held. The plans are also flexible in nature due to the broadness, complexity, and diversity of the participating events and people.


 


 


Event Concept


 


            The CCNC 2009 is originally conceived as a simple organizational event. Since the potential to create a huge impact in the society specifically on the moral well-being of the participants, the plan changed and turned it into a national convention. As the aims indicated, it will mainly cover the intensification of awareness and information dissemination not only among the patients and the participants but to the general public as well.


Activities will be ranging from panel discussion, speeches, sharing, and briefings of professional individuals as well as patients, exercises and ice-breakers based on a medical supervision, and self-enriching and appreciation. The three-day convention will be divided accordingly.


Expected participants are 1, 000 individuals from all over Hong Kong. This also includes professional and medical-related individuals, VIP as guests, and performers. More than 250 volunteers will also attend.


Prior to the convention proper, one and a half months is given as working time frame. The following table will provide the breakdown of things to be done.


           


 


Guide for Contractors and Production Timeline


 


Tasks


Week 1


Week 2


Week 3


Week 4


Week 5


 


Week 6


Executive meetings, preparations, planning, researching, collecting, trouble-shooting, and documenting the potential materials needed for the convention (might be extended until the next month)


 


 


 


 


 


 


Invitation of interested parties (professionals, patients, and other related individuals)


 


 


 


 


 


 


Processing of permits, request, and other legal matters


 


 


 


 


 


 


Scouting potential sponsors (finance, marketing, and promotions) and partners


 


 


 


 


 


 


Budget Allocating


 


 


 


 


 


 


Set-up schedules and list of culminating activities with the committee heads


 


 


 


 


 


 


Advertising and promotions for the event (continues until the event proper)


 


 


 


 


 


 


Logistics Management


 


 


 


 


 


 


Coordination and presenting the convention’s final framework to the participating bodies/ institutions


 


 


 


 


 


 


Volunteers’ Briefing and Orientation


 


 


 


 


 


 


Collection of needed materials for the activities


 


 


 


 


 


 


Follow-up of activities and finalization of the forum


 


 


 


 


 


 


General assembly of organizing body and all related/ concerned parties


 


 


 


 


 


 


Event proper


 


 


 


 


 


 


Debriefing and evaluation


 


 


 


 


 


 


 


 


Contingency Plan (Risk Management)


 


Background


            The plan will present a reasonably safe environment for the participants, audiences, and immediate public figures involved in the event. Risk management is a fundamental aspect of a successful event management (2001). The CCNC 2008 Executive Committee accepts any responsibility for any loss or damage in the materials used in the convention. But any untoward incidents that may happen to the participants are entirely at their own risk. The CCNC 2008 Executive Committee requires every participating committees, organizations, companies, and individuals to have a copy of the risk management policy manual.


 


General


v     The Executive Committee appoints the head of the Security and Safety Committee to be the overall controlling mechanism and responsible in risk management of the festival.


v     At events and other activities, the Security and Safety Officer and the on-duty staff for the day (night) have the authority to make decisions in matters of public order and safety.


v     Inspection is always a round-the-clock procedure. Risky areas must be given special kind of attention.


v     Volunteers and participating personnel must be properly oriented before doing relevant duties.


v     All festival-related people must understand immediate safety procedures.


v     Records must be made and documented.


v     Most importantly, list of emergency service contact numbers must be readily available in all vital locations and close individuals.


v     First aid station and complete materials must be present in special parts of the venue. Roving volunteers may be situated in some areas.


v      All participants must sign a waiver/form beforehand.


v     At the venue, safety materials and requirements must be complete.


v     The divisions/partitions of the venue are clearly defined and use proper surrounds. A site plan or map is a great help.


v     Parking areas must be safe all the time. It must offer a sufficient area to accommodate dynamic movement of vehicles.


v     Entry and exit point are strictly defined.


v     With regards to the viewing public, there are no restrictions provided that they comply with the specified basic procedures.


v     Spectators attend at their own personal risk. In order to avoid such risk, the management team will provide safe viewing areas.


v     Members of the audience are not allowed to touch identified art materials.


v     There are assigned personnel in every art stations in order to facilitate movement and protect the materials.


List of Emergency Contact


AMBULANCE:


HOSPITALS:


FIRE STATIONS:


POLICE STATIONS:


MISCELLANEOUS:


 


Sponsorship and Promotions


 


Sponsorship Plan


            Potential sponsors are notified through letters and line conversations. A proposal is presented to the organization or company management. Sponsorships may be in terms of cash contribution or service offering. In cash contributions, payments are based from the original plans of the organizers. In service offering, this may involve logistic materials such as tables, chairs, transportation, food and beverage refreshments, etc. Advertising the event may also be applicable. Print and broadcast advertisements of the sponsoring organizations and companies will include the convention’s whereabouts.


            In exchange to the sponsoring organizations or companies, they are allowed to utilize the convention for applicable economic exchange, public relations, advertising, and recognition. Profit sharing is subject for internal arrangement. The potential sponsors of CCNC 2008 are: media outlets (print and broadcast), corporations (public or private) that are involve in social-health welfare, MNCs that support welfare of nasopharyngeal carcinoma patients, local organizations and support groups, and able individuals. For logistic related aspects, transportation, food and beverage, miscellaneous companies are also welcome.


 


Promotional Plan


The most appropriate communication to be used in reaching the target audience is the print and broadcast media. Since they may be sponsors to the said convention, budget is not a problem. The creation of the advertising content will be evaluated by the organizing committee. Secondary promotional tools will also be used such as flyers, posters, word of mouth, and even online. There is an allocated budget for these materials. The most effective strategy in promoting CCNC 2008 is the broadcast media since everyone uses it everyday.  


 


Conclusion


            Planning a special event is a long time process and a very crucial responsibility to handle.  With this, the planner must be able to follow specific guidelines to have a successful and memorable event.


 


 


 


Appendix


Organizational Structure for the CCNC 2008


 



Credit:ivythesis.typepad.com


0 comments:

Post a Comment

 
Top