CRISIS MANAGEMENT – YIELDS POSITIVE OUTCOME
Meeting Management Case Study – Same Crisis, Two Results
Hurricane Ivan batters Florida panhandle; Resort GM notifies dai that they’re cancelling due to force majeure (9) days prior to a corporate year-end meeting for 450 attendees.
- Find replacement destination/venue to fit same meeting dates and property specifications
dai utilized proprietary database and industry network to implement an urgent RFP distribution.
- Identify with client key US regions to target
- Create tracking report of who received RFP’s and who responded with availability
- Assignment of specific tasks – (RFP queries, report updates, vendor relations)
- Engage decision makers in process by keeping them informed
- Stipulate a decision date/time
dai found and secured a new home for the program within 24 hours of being notified that hotel cancelled due to extreme property damages from Hurricane Ivan.
- Hotel contract was negotiated
- Corporate Charter flights were in process of being re-scheduled to new airport location
- Catering department adjusted menus to more regional cuisine, within budget
- Past relations with local vendors assisted in securing venues and equipment
- Client received higher end product for great value
….One year later, this SAME company encounters the SAME challenge, but this year the objectives change…
- Hurricane Katrina batters Gulf Coast; closes resort (five) weeks prior to the SAME corporate year-end meeting for 450 attendees. Find replacement destination/venue to fit meeting specs.
- Find a replacement destination/venue, but within 4 hour driving distance of corporate headquarters (cancel corporate charter flights)
- Show compassion to hurricane victims
- Downsize the program agenda from 3-1/2 days to 1-1/2 days; maximize business agenda
dai worked collectively with client’s internal committee to reshape the purpose and focus of this meeting
- Identify with client key properties to target
- Redirect travel budget funds to ‘hurricane relief’
- Build program that communicates the validity of their ‘downsizing’
- Create one theme party night to celebrate successes
- A 3-1/2 day program was reshaped into a focused 1-1/2 day meeting
- Found destination/venue within 2 hour drive of corporate headquarters
- Generated goodwill
- Created greater appreciation for limited ‘fun time’ allotted in the program