Running head: PLANNING AND ORGANIZING AN ANNUAL CONFERENCE Planning and Organizing an Annual Report Student Name Name of the Institution Month day, 2017 1 PLANNING AND ORGANIZING AN ANNUAL CONFERENCE 2 What work must be done? The planner should adopt his suggestion of six stages involved in conference planning and organizing. To start with, create a vision for you the conference. The primary reasons and objectives desired to be obtained by the conference should be determined and worked the preparations with the hope of achieving those desirables. The prospect of knowing where the planner is headed facilitates the quick decision-making process by the administrator. Another step to be undertaken by the executive is to develop a business plan. The director should consider the need for their reliability and, manage the capital movement. The others other step is to assess the desirability of the venue and the services. The planner should consider the targeted number of the audience the planner anticipate to be present during the conference, and the appropriate time it will happen are key factors the Administrator considers in choosing the best venue. This location choice of the venue determines the brand of audio system used and the expected catering services quality because most conference venues require utilization of in-house services. The fourth step will be to prepare for recruiting and managing registrants for the conference event. The success of the conference event lies in the extent of marketing employed to achieve a full house. After fully implementing the conference plans, the next step is to plan on-site details. Finally, the planner should utilize the conference to their advantage of marketing their products. Who will do the work? The conference planning involves various stakeholders of varying interest of the company at heart. The planner of the conference can achieve this through entitling the responsibility of each stakeholder over the project. PLANNING AND ORGANIZING AN ANNUAL CONFERENCE 3 How long will it take? The planner should plan for the events during, before and the aftermath of the conference to make necessary time adjustment. The schedule for the convention should be structured in such a way that the objective of the conference receives the greater portion of the allocated time. The time for the meeting should be scheduled in such a way that other companies should be comfortable. What resources are required? The conference will need an in-house venue, which has the addition available services of the audio system, enough furniture, and food and beverages availability and even caters for the welfare of the participants. It is critical to upholding an ethical code of conducts and legal issues when making the decision of where to locate the convention. Just like any industry, event planning or organizing a conference has its particular set of ethical issues to handle. As the planning and organizing manager of an annual conference, you have to be prepared to be faced with a moral dilemma over the course of your professional career. How you deal with ethical dilemma will not only be defined by your professionalism but as a person. The following are ethical issues you might face in planning and organizing an annual conference. And equally, it is always important that you approach them with a lot of integrity. Firstly, the convention planner and organizer should ensure there is honest presentation all through the annual conference planning. Some of the significant challenges an event planner may face include; reduced grade competition, directors having no idea on what they are capable of doing and either make promises that they cannot keep up with or sometimes charged far lower PLANNING AND ORGANIZING AN ANNUAL CONFERENCE 4 rates for services than any same profession should cost. Therefore, there is a difference between overstating your abilities and lying about them. The planner should always ensure that the honesty with clients is maintained, and also, lay the foundation before making any commitments. Specifically, by due diligence and planning, the organizer can represent the capability in an accurate manner (Allen, 2003). Secondly, rewards and incentives provision should be ethically and morally acceptable. There is nothing wrong with giving incentives and rewards beyond easy take always, for instance, rewards for guest speakers. However, the event organizer should ensure that this does not become the primary focus. If an event becomes concerned more on what the conference is going to provide to people who have attended the conference rather that the information and the significance of the events as a whole will provide them, then there is a big problem. Thirdly, intellectual property is another significant issue which should be integrated into the selection of the convention. Although the intellectual property may be a mental issue in the contemporary society, the meeting planner should ensure that the legal concern of the location concerning intellectual property rights is put into consideration. This will significantly avoid any mitigating measures add penalties for the organization (Finkel, 2015). Lastly, when making a decision of where to locate the convention, the event planner should ensure that the planning process increasingly peruses and faithfully serve the interest of the public. Specifically, the event organizers should select the location after it has recognized the rights and freedom of the participants and also the community where the convention will be taking place. Moreover, the planners should assist in clarifying the meeting goals, objectives and policies to the society where the event will be held. PLANNING AND ORGANIZING AN ANNUAL CONFERENCE 5 The decision of where to locate the convention should be based on high standards of proficiency to enhance the public respect for the event in that location. This ethical issue can be maintained by exercising fair, independent and honest judgment in making the decision of the site. Besides, the event planner should serve as an advocate only when the societies’ objective are legal and also consistent with the interest of the public in that community. Respect for the people’s rights and not improperly discriminating against any individual based on characteristics such as color, race, and religion among others. All these are protected under the civil rights, laws and regulations which going contrary may subject the convention to litigations. There are various actions of an event organizer of planner that will ensure the decision of the location of the conference is made ethically. Specifically, the administrator should carry out an investigation to determine the geographical range of the place about mist attendees homes or places of work. The convenience of the attendees and participants of the convention is an ethical issue which should be considered when choosing the location (Planning.org., 2017). Before selecting the location of the venue, the event manager should have the necessary information concerning the site to ensure that the right decision of the site will be made. It is vital for the event planner to carry out a pre-visit of the venue to obtain the necessary information concerning the location which the event will be taking place. Some of the critical factors that the event organizer should consider include the following: The distance of the site, the parking space, ambiance, room layout, services and amenities, the room capacity, and the accessibility of the site. An ethical decision on the location of the convention will be determined by the communication strategies of the conference organizer. Communicating to the major stakeholders including the top management, the guest speaker, and other participants are essential in analyzing their feedback on an excellent place to hold the convention. Similarly, engaging the top PLANNING AND ORGANIZING AN ANNUAL CONFERENCE 6 management will enhance more support to the event as they may be willing to provide essential facilities, equipment among other resources that will be critical to the success of the convention. PLANNING AND ORGANIZING AN ANNUAL CONFERENCE 7 References Planning.org. (2017). Ethical Principles in Planning. [online] Available at: https://www.planning.org/ethics/ethicalprinciples.htm [Accessed 6 Apr. 2017]. Allen, J. (2003). Event planning: Ethics and etiquette: a principled approach to the business of special event management. Etobicoke, Ont: Wiley. Finkel, R. (2015). Resource Guide: Principles and Practices of Events Management-Planning and Operations.