Crises Planning for Meeting Professionals

Being a meeting professional is a great way to make a living. You get to meet fascinating people, travel to wonderful places, and stay at great resorts and hotels.

At least that’s what our friends and family think.

Of course all those things can be true and are just a few of the reasons that we enjoy what we do so much. But the sad truth is that the benefits of our jobs are often undermined by the realities of what we have to deal with day after day.

Demanding clients and attendees, incompetent hotel employees, and diva presenters are just a few of the unfortunate things that stand in the way of us enjoying our jobs.

Sometimes there’s just nothing you can do to make an attendee happy, regardless of whether or not you think their problem is legitimate to begin with. And unfortunate situations – such as rapidly changing weather, cancelled flights, hotel construction, or world events – can also stand between you and an enjoyable experience.

So what’s a planner to do? Just like you purchase insurance to protect yourself against illnesses or accidents before bad things happen, you need to have a crises insurance plan in place BEFORE you set off on your next meeting planner adventure. But here’s the good news: you don’t have to meet with insurance agents and you don’t have to buy anything to put this plan in place.

What you do have to do is consider what pitfalls could affect your event and have a set plan ready for dealing with these issues.

For example, instead of waiting for a problem to happen at your hotel, why not start a conversation with the hotel manager long before you attend the event? A handwritten note of introduction attached to a small gift box of chocolates or a bouquet of flowers is an inexpensive way to get on their radar screens before you need them. That way, when you do call with a problem, you’re already old friends and much more likely to be serviced quickly and efficiently. And even if you don’t need to call on them this time, you’ve started a relationship with another professional who will have a high opinion of you and your company.

Of course you already know to be prepared for medical emergencies but does the preplanning kit you prepare for each event already include the names and phone numbers of qualified medical professionals near your property? After all, the last thing you want to worry about when your event is in full swing and the company CEO suddenly gets red in the face and complains of chest pain is who you’re going to call for help.

Or think about how much time you and your clients spent finding the perfect speakers. What happens if you get a last minute call from a speaker saying they can’t make it – for family reasons, perhaps, or maybe because they’re snowed in in Chicago or New York? Hopefully you’ve already considered who can jump in at last minute and hopefully there’s enough time for them to get to your meeting to fill the slot. But often there’s just no time to find the right person and get them to your event.

If you’re holding your event in Florida, you’re in luck. Because if your event is in Miami, Ft. Lauderdale, Orlando, Tampa, the Keys or almost anywhere in Florida you can simply go to and pick from eight professionals who are all within three or four hours of any Florida venue and often much much closer. Regardless of whether you need a great speaker on leadership, sales, bias, generational differences, workplace productivity, self-discipline, or branding you can fill that empty slot quickly and easily.

Besides helping you deal with crises situations quickly and easily, having a well thought out crises plan in place will give you the peace of mind of knowing that you are ready for whatever comes your way. And this simple difference will make it much more likely that you’ll enjoy the events you’re working on. So go ahead and actually listen to one of the great lectures you’ve scheduled or take a dip in the pool. You’ve got everything under control.

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