Meeting Management Case Study – Same Crisis, Two Results

Business Challenge:

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.

Objective:

• Find replacement destination/venue to fit same meeting dates and property specifications

Solution:

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

Results:

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…

Business Challenge:

• 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.

Objective:

• 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

Solution:

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

Results:

• 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