Like most meeting planners, I am completely obsessed with timelines, agendas, and those minute-by-minute action plans you need to create to produce a flawless event. But I was put to the test during Tropical Storm Ernesto in late August, where my detailed plans had to change as often as the storm’s path.
During Successful Meetings Florida Marketplace event, Ernesto started looming off the coast of southern Florida on the night our program began: Sunday, August 27th. We had flown in 32 meeting planners to Fort Lauderdale for a three-day program of networking, educational sessions, and one-on-one appointments with local suppliers. But the storm was threatening to close airports and evacuate cities, and threatening my program’s completion and everyone’s flights home.
On Monday morning, August 28th, I gathered all of the key players in the event’s production to share information and expertise with each other. This was my first experience dealing with a tropical storm, and being in charge of the program added to the stress. I knew that, very soon, I had to present an informative and calm message to all of the attendees.
I gathered together the conference services manager from the host property—Seminole Hard Rock Hotel & Casino; a representative from Continental Airlines; the CSM from the Greater Fort Lauderdale CVB; and everyone on my staff to discuss what we knew from a variety of sources.
My overarching goal was for attendees to do what would make them feel secure and comfortable—whether that meant staying put to participate in the whole meeting and ride out the storm, or renting a car to drive to the still-open Miami Airport for an immediate departure.
Once I gathered all the information from my sources, I interrupted the one-on-one appointments to announce that the National Hurricane Center had declared a Tropical Storm, and all of the news that went with this, including the closure of the Ft. Lauderdale airport. We moved the entire Tuesday schedule ahead one hour so that all of the key activities could still take place, and went forward with the rest of Monday afternoon’s program. My key message was: “No matter what you decide, we will accommodate your changes. We are here to help you.”
“The Successful Meetings staff did an excellent job of coordinating the events and also keeping us informed on storm related issues. Necessary information was provided without causing any panic or uncertainty,” said one planner afterwards.
For me, the uncertainty of Ernesto’s path was the true obstacle throughout the two days. All schedule changes were apt to change again and again—but thanks to the flexibility of our supplier partners, we were able to accommodate everything. In essence, the suppliers showcased how trustworthy they are in times of crisis. They gave great advice, gracefully accepted the changes in schedule, and made the planners feel confident and secure in their decisions to stay or to leave. One planner from Hospitality Performance Network commented, “The event reminded me that there are hurricane issues to contend with at this time of year—but I was also educated on the insurance that’s available and how smoothly such a crisis can be handled.”
Even when a crisis throws the best plans up in the air, spins them around, and leaves the schedule tentative, at best, Ernesto taught me that remaining calm and being flexible is key to making the best of any event.
For more information on the Successful Meetings' Marketplace programs, please visit www.mimegasite.com/marketplace