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