SCHOOL: INFORMATION, COMMUNICATION AND MEDIA STUDIES,

DEPARTMENT: COMMUNICATION AND MEDIA STUDIES,

COURSE CODE: CMP 213,

COURSE TITLE: MEETINGS, INCENTIVES, CONVECTIONS AND EVENT MANAGEMENT,

PRESENTED TO: MADAM ROSE ACHIENG

DATE: 13TH OCTOMBER 2021

GROUP MEMBERS

NAMES ADM NO SIGN

ALEX MASHA KARISA SCJ/005/2020
ANN MUTISYA SCJ/080/2020
FRANCISCO MUHONJA CPR/050/2020
DENIS OGOLA SCJ/102/2020
KYENGO SAMUEL SCJ/059/2020
NAOMI KITUR SCJ/059/2020
FRANCIS MOSE GCA/003/2020
BRIAN MARUBE SCJ/067/2020
MILLY CHEPTOO SCJ/072/2020
NZILAN KALOKI SCJ/045/2020

TASK: As an event planner carry out a project of your own choice in your various groups.
WORLD HEALTH ORGANISATION (WHO) CONFERENCE ON CONTAGIOUS DISEASES IN EAST AFRICA

THEME: CREATING AWARENESS ON SPREAD AND CONTROL OF CONTAGIOUS DISEASES

VISION: PRIORITISING HEALTH AND SAFETY OF THE INFECTED AND AFFECTED PEOPLE BY THE
CONTAGIOUS DISEASES

OBJECTIVES

1. To safeguard the lives of those who are infected and affected by the diseases.

2. Ensure health services are made available and efficient to everyone.

TARGET AUDIENCE

 HealthCare Workers

WHY THIS AUDIENCE?

 They will help in informing the infected and affected members of the society surrounding them
in various health centers.
 They can conduct mass education and sensitization on contagious diseases among the
surrounding society members.
 They’ll offer guidance and counseling to the possibly affected and infected people in their
surroundings.

WHAT ARE CONTAGIOUS DISEASES?

These are diseases that are readily spread by transmission of a pathogen from an infected person
to a healthy person.

EXAMPLES OF CONTAGIOUS DISEASES

I. Covid-19
II. Influenza
III. Meningitis
IV. Sexually transmitted infections
V. Tuberculosis (TB)

TOOLS FOR SITUATION AND FEASIBILITY ANALYSIS USED

1) SWOT analysis
 STRENGTHS
our strengths is that the health care workers already have adequate knowledge about the
contagious diseases

WEAKNESES
Insufficient funds to cater for individual attendees needs in the conference

OPPORTUNITIES
Sponsorship from governments of member countries and other NGOs
Donations from well wishers

THREATS
Insecurity such as attacks during the conference period

2) BENCHMARKING
We are going to refer from the previous annual conferences held earlier in order to ensure the
success of our event.

3) SCENARIO PLANNING
 We shall save funds from various sources for example sponsors, donations and
contributions from members to cater for any future outbreak of contagious disease.
 We shall do research to counter for future reoccurrence of the contagious diseases.
 We will ensure that the venue is flexible such that the conference has to continue
successfully despite weather changes or any other technical problem.
 We shall ensure sufficient security personnel to safeguard the conference meeting.

How are we going to get there? –Concept development

i) In safeguarding the lives of those who may be vulnerable to contagious diseases, we shall
ensure this by
i. Reinforcing proper healthcare through healthcare workers.
ii. Ensuring that health services are made available to everyone.

A. OVERALL BUDGET SH. 30,000,000

B. EVENT PROGRAMME

DAY 1 O6/12/2021

TIME ACTIVITY FACILITATOR

8:00AM-8:55AM ENTERTAINMENT SAUTI SOL
8:55AM-9:00AM A WORD OF PRAYER REV LUCY NATASHA
9:00AM-10:00AM INTRODUCTION JALANG’O
10:00AM-10:15AM SINGING OF THE EAST AFRICAN ALL PERSONS
ANTHEM
10:15AM-11:15AM SPEECH ON INTRODUCTION TO DR. PATRICK AMOTH
CONTAGIOUS DISEASES
11:15AM-11:30AM TEA/COFFE BREAK
11:30AM-12:30AM SPEECH FROM HEALTH MINISTRY MUTAHI KAGWE
12:30PM-1:30PM LUNCH BREAK
1:30PM-2:30PM W.H.O SEC GENERAL DR. TEDROS ADHAMON
2:30PM-3:00PM ADJOURNMENT AND CLOSING LUCY NATASHA
PRAYERS

DAY 2 O7/12/2021

8:00AM-8:05AM ENTERTAINMENT SAUTI SOL

8:05AM- 8:1OAM WELCOMING ATENDEES M’C JALANG’O
8:1OAM- 9:50 AM SPEECH ON CONTAGIOUS ANTONIO GUITERES
DISEASE
9:50AM- 10:10AM TEA/C0FFE BREAK
10:10AM-12:30PM SECOND SPEAKERS SPEECH SPEAKER
12:30PM-1:30PM LUNCH BREAK
1:30PM- 2:00PM ENTERTAINMENT SAUTI SOL
2:00PM-3:00PM SPONSOR’S SPEECH SPONSOR
3:OOPM-3:30PM TOPICAL QUESTIONS ON SPEAKER
SPEAKERS SPEACH
3:30PM-4:00PM ADJOURNMENT LUCY NATASHA

DAY 3 08/12/2021

8:00AM- 8:30AM ENTERTAINMENT SAUTI SOL

8:30AM- 8:40AM PRAYERS REV LUCY NATASHA
8:40AM- 9:30 AM ANNOUNCEMENTS 8:M’C JALANGO
9:30AM-9:45 AM SINGING OF EAST AFRICAN ALL
ANTHEM
9:45AM-10:40AM SPEAKERS SPEECH ANTONIO GUITERESS
10:40-11:00AM TEA/COFFE BREAK ALL
11:00AM:12:40 PM VOTE OF THANKS M’C JALANG’O
12:40PM-1:40PM FAREWELL LUNCH ALL
1:40PM-2:00PM ADJOURNMENT ALL
PLANNING AND DESIGNING OF THE ENVIRONMENT

1) Event Requirements
Security
Suppliers
furniture
Refreshments
Djs and Band
Total budget
2) Location
Hillton Hotel

Why Hillton Hotel?

It has good traffic and parking space
It has conducive environment
It is flexible and easily accessible

3) SPEAKERS
W.H.O Director- General – Tedros Adhamon
Master of Ceremony – JALANG’O
Sponsors
Health Cs – Mutahi Kagwe
Patrick Amoth
Professional/Specialized doctors

4) CONTRACTS AND AGREEMENTS

The contract is to be initiated between the organization and their various sponsors to give financial
aid for the success of the conference as per their terms and conditions agreed.

5) STAGING AND TECHNICAL REQUIREMENTS

a) Live streaming to be made available for those who may not attend the conference live.
b) Microphones options- the speakers are to choose their favorite microphones.
c) Availability of projectors to enhance visualization for attendees at the back seats.
d) Power backup generators to help in case there is blackout.
e) Stage to be made accessible for all attendees including the handicapped.
f) Presentations in advance- it’s a good idea to get any representations, PowerPoint’s, and video
files in advance

6) CROWD MANAGEMENT STRATEGIES

 a) Guards/security to be available
b) Entry fee must be paid
c) Limit access to alcohol and other hard drugs that may alter normal behavior of attendees
d) Emergency plan to be made available
e) Know the audience
f) Risk assessment made available
g) Use of signage
h) Demarcation of different areas
i) Ensure right number of staff
j) Review of our strategy

7) RISK MANAGEMENT
a) Ambulances to be made available for quick response on matters regarding sickness and health
b) Fire fighters vehicles and fire extinguishers made available to counter for any untimely fire
outbreak
c) Adequate security officers to deal with any security in case it arises
d) Adherence to covid-19 rules

SITE PLANNING AND MANAGEMENT

1. SITE SPECIFICATION
 The site must be flexible
 Site should be accessible with everyone including those with disabilities.
 Safety and security to be ensured

2. LICENSING
Royalty fee to be paid

3. FACILITIES NEEDED
 Parking space
 Banks
 Washrooms
 Hotels
 Air conditioners

4. EXPECTED ATTENDANCE
a) Medical officers ( 10 from each member states)
b) Health cabinet secretaries from each member states

5. SITE FLEXIBILITY
 Site should be flexible such that weather changes such as rains should not hinder the meeting
from taking place. In case of extreme sunshine there should be fans to help in regulating the
temperature.

6. ACCESSIBILITY
a) Good transport network is a factor to help in easy accessibility of the site.
b) The site should be spacious enough to avoid congestion.

7. FOOD AND BEVERAGES

 Setting up of buffet to help in serving.
 Food and beverages to be sold at a subsidized price for it to be affordable.
 Presence of MENU to act as a guide in ordering available food and beverages.
 Liquor laws to be adhered to.
 Observation to public health by maintaining proper hygiene to avoid food poisoning
 Special diet to be provided for the affected persons
 Reception to incorporate all serving services to avoid confusion and delay during serving
break first and lunch.
Total budget
8. MEDIA AND PHOTOGRAPHY
a) Appointing of various media personnel to collect conference news.
b) Booking of the media TV channel such as Citizen together with blind media and social media to
help in spreading conference proceedings.
c) Photography services accompanied by random shoots to be made available.
d) Allow time for capturing interviews and testimonials.
Total budget
9. STAKEHOLDER MANAGEMENT
Stakeholder is any person or entity that has an interest in a business or a project.
 EXAMPLES OF STAKEHOLDERS IN OUR ORGANIZATIONAL CONFERENCE
Suppliers
Media
vendors
Government
Creditors/sponsors/donors
Participants
Security personnel
Event planners
employees
  STAKE HOLDERS’ INTERESTS
i. SUPPLIEERS
Have an interest of revenue generation and sustainable business
ii. MEDIA
Have an interest of publicizing the conference proceedings
iii. VENDORS
Their interest is to seek sales promotion from event participants
iv. GOVERNMENT
Have an interest to help curbing the spread of contagious diseases by implementing state laws.
v. CREDITORS/SPONSORS/DONARS
have an interest of providing material/financial support for the continuity and success of the
organizational conference.
vi. PARTICIPANTS
have an interest of enjoying the event and also ensuring the success of the event.
vii. SECURITY PERSONNEL
interested in ensuring the safety of the conference and also maintaining order.
viii. EVENT PLANNER
interested in the success of the event.
ix. EMPLOYEES
interested in maximizing their pay and also the success of the event.
 CHALLENGES OF THE STAKE-HOLDERS
i. Suppliers
may pose a challenge of supplying inadequate food and beverages to sustain all the participants.
ii. Media
may pose a challenge of untimely malfunctioning of media equipment such as microphones.
iii. Vendors
may cause disorder to the conference by making unnecessary movements as they try to sell
their products.
iv. Government
may pose high taxation that in turns pose financial burden in paying them.
v. Creditors/Sponsors/Donors
may cause a challenge of delayed financial support.
vi. Participants
may engage in wrangles among themselves spoiling the success of the conference.
vii. Security personnel
may carry their duty in harsh and brutal manner making it unfavorable to the participants.
viii. Event planner
may make poor budget resulting to the unsuccessfulness of the event.
ix. Employees
may offer poor services to other stakeholders such as security personnel.
 IMPACTS OF STAKEHOLDERS

a) Power- This is stakeholders ability to influence the core structures of the business.
Stakeholders should be able to influence the organization positively to promote productivity
of the organization.
b) Urgency- This is a degree to which stakeholders’ claims calls for immediate attention.
Stakeholders should be given immediate attention to avoid risking their withdrawal from the
organization.
c) Legitimacy-it implies a desirable social good. A stakeholder should work for the good of
organization rather than their own self interest.