Name: Dorothy N. Santiago Date: May 5, 2023…..

Course & Year: BSTM-3 Subject: Legal Aspect

CASE: Robert has an event planning outfit called Ideaz. He recently won a bid to handle the
international convention of surgeon in Manila in 2009. He was obviously delighted because aside
from the business motivation, Robert is very keen in supporting Philippine tourism. Discuss the
key responsibilities of his company in the upcoming international convention. What areas must he
be careful in order to prevent problem?

CASE ANALYSIS: Before delving into Mr. Robert's case, let us first define the term
"International Convention." This is a written agreement between two or more states that establishes
their obligations and rights in a certain domain. It refers to the corpus of "hard law," which consists
of rules and regulations formulated and enacted with the participation and explicit approval of the
States or other actors who would be bound by these laws. As a consequence of his acceptance, Mr.
Robert is obligated to carry out in handling the worldwide convention of surgeons in Manila and
shall be liable for any losses that the participants who hired Mr. Robert may incur as a result of his
non-performance. While managing the international convention, Mr. Robert must follow the
client's instructions and consent. Taking everything into consideration, Mr. Robert must perform
all of the obligations due to the nature of his company. For the purposes of this Convention, an
event organizer must take the following precautions:
(a) The term national policy refers to the national policy on occupational safety and health and the
working environment created in accordance with the principles outlined in Article 4 of the 1981
Occupational Safety and Health Convention (No. 155);
(a) The term national system for occupational safety and health or national system refers to the
infrastructure that serves as the primary framework for implementing national occupational safety
and health policy and programs.
(c) The term national program on occupational safety and health or national program refers to any
national program that includes goals to be met within a specific time frame, priorities and plans of
action to improve occupational safety and health, and methods for measuring progress.
(d) A national preventative safety and health culture is one in which the right to a safe and healthy
working environment is respected at all levels, where government, employers, and workers
actively participate in securing a safe and healthy working environment through a system of
defined rights, responsibilities, and duties, and where prevention is given top priority.
The Surgery conference must interact with people from all around the world who are interested in
learning about surgery and its specialties. This is the single finest opportunity to reach the most
people. At this event, knowledge and demonstrations, information, and B2B meetings with
industrialists and potential clients will be shared in order to make a splash with innovative products
in person and brand recognition. This conference features world-renowned speakers, the most
recent surgical methods, and the most recent surgical advances.
To avoid issues, Mr. Robert must avoid the following convention planning errors:
1. Choosing the wrong venue
2. Lack of collaboration
3. Unclear communication
4. Not having a timeline
5. Not having a backup plan
A convention is a form of gathering of people who get together for a common cause. It brings
together people with similar interests to learn about them and establish networking contacts. This
type of event is around membership or affiliation and could be a gathering of members,
professionals, delegates, or supporters from a society, profession, or similar interest. If you're an
event organizer, this post will go over the various convention planning blunders to avoid.

Inappropriate Venue
Choosing the right convention site will have a significant impact on the event's success. Consider
your brand image and select a location that reflects it to your target audience.
Furthermore, you do not want to underestimate the size of your event. A tiny room with too many
people will be too uncomfortable, but a space that is too vast for the number of guests will make
your convention appear under-attended. Consider the venue's accessibility as well as local lodging
options for visitors who have traveled a great distance.
Mr. Robert should also think about the venue's features and make sure they meet your needs for
this event. For example, how will the convention materials be transported inside? Will the venue
have a high enough ceiling for your special designs?

Lack of Cooperation
A large amount of teamwork is required while arranging a convention. The event could fail
completely if it does not have it.
Check-in or registration, a meet and greet segment or fellowships, booth setup, presentations,
keynote speakers, guest panels, and question and answer sessions are all part of a typical
convention. Delegation of jobs is critical for an organizer because different regions of the
convention will require managers and labor.
Even the most experienced event planners will need help arranging such a large event. Make use
of all the innovative and logical ideas around you, and emphasize communication to guarantee that
jobs are completed effectively.
Uncertain Communication
A conference is a large-scale event, and the more sophisticated the planning, the more probable
communication issues may arise. When delegating work to other team members, verify that they
fully comprehend the assignment and are aware of the expected outcome. Clear communication is
essential during this period since you do not want jobs to be overlooked or duplicated.
It is recommended to hold regular team huddles so that other members can update on their progress
to ensure that everything is proceeding as planned. This is also an excellent time to address any
potential issues.

Lack of a Timeline
When planning a convention, you must contact speakers, staff, vendors, and other key individuals.
Mr. Robert must coordinate event dates, times, and bookings while adhering to your calendar.
Everyone involved in the conference should be on the same timeline and schedule, otherwise there
could be significant problems.
Make a timetable for the convention by deciding the order of events. Special visitors and
attendance should have adequate time between events or activities to rest. Aside from that, Mr.
Robert should create a task completion timeline so that all team members are aware of when tasks
must be completed.

Having No Backup Plan

Mr. Robert will need a backup plan for every type of event you are preparing. Experienced event
planners have dealt with hundreds of event disasters and understand the impact of a botched event
on the host's reputation. Remember that there is always the possibility of anything going wrong.
Make a contingency plan for dealing with unexpected occurrences and event modifications.
To avoid problems on the day of Mr. Robert conference, collaborate with the venue provider and
convey all expectations and demands early in the preparation process. Fortunately, they have the
experience and expertise to spot potential problems, so they can help prevent them from occurring.

Summary
To ensure a great event for the international convention; visitors and participants, avoid making
the following convention planning blunders. Because a convention is a large-scale event,
collaboration, communication, and time management are essential for ensuring that everything is
completed. Mr. Robert should choose a venue that will meet his design requirements and is in a
convenient location. Aside from that, having a backup plan is essential for quickly resolving
problems.
Furthermore, with its strategic location near top hotel accommodations, airports, seaports, the main
central business district, and entertainment and cultural facilities, World Trade Center Metro
Manila (WTCMM) is the best convention center in the Philippines. It is perfectly suited to handle
conventions and has a basic design to give events with endless flexibility. Aside from that,
WTCMM is the country's only venue capable of hosting aviation, agriculture, irrigation, and heavy
equipment shows.
References:
Convention C187 - Promotional Framework for Occupational Safety and Health Convention, 2006 (No.
187) (ilo.org)

Convention Planning Mistakes To Avoid As An Organizer (wtcmanila.com.ph)