Empowerment and Education

Empowerment and Education

Impact Stories | Andavo Meetings & Incentives | Denver Corporate Event Company

When consulting with our partners, our goals are always to mitigate financial and legal losses resulting from disruptions, to control costs through negotiation processes based on 7 critical contract terms, and facilitate the development of strategic meeting management based on organizational priorities.

The following stories showcase exactly how we can help your organizations achieve one if not all of these goals. When your organization partners with Andavo Consulting, our team trains your event professional to develop the necessary risk assessment and response plans that protect you from these areas of intense liability. Your team will leave empowered, educated on what types of disruptions are more likely to occur and will understand how to prepare for these catastrophes to prevent or manage obstacles, just as each of these partners discovered.

WHEN BUGS THREATEN TO TAKE A BITE OUT OF YOUR EVENT!

WHEN BUGS THREATEN TO TAKE A BITE OUT OF YOUR EVENT!

Even the most perfectly planned incentive is not immune to the realities of today’s world. The complexities of getting potential participants to attend meetings when there is a threat of an epidemic are difficult to predict.

Two Andavo clients were one month from departing for their 500-person, “once in a lifetime events” when the CDC and WHO issued a travel warning for their tropical destinations.

Neither company had included the language “threat of epidemic” as an impossibility in their force majeure contract clause. Neither had purchased event cancellation insurance.

The reality is that companies have not been thinking about a Zika virus when planning their events.

THE ANDAVO SOLUTION

THE ANDAVO SOLUTION

Consulting Success Stories | Andavo Meetings & Incentives | Denver Corporate Event Planning

With less than two weeks before 100% cancellation penalties would apply, Andavo helped both determine:­­

THE POTENTIAL IMPLICATIONS:
      • Does the threat of Zika virus qualify as force majeure allowing for termination of contracts without penalties?
      • What are the financial and legal implications of:
        • Moving the event to a different location
        • Holding the event with reduced attendance
        • Cancelling the event completely
HOW TO NAVIGATE AROUND THEM:
        • There is no time to wait for a legal determination on the force majeure clause
        • Like any event catastrophe, decisions must be made immediately without time to conduct full due diligence
        • Having a written risk management playbook ensures that the meeting stakeholders follow a decision and communication strategy that minimizes panic, mitigates financial losses and upholds brand integrity

SO WHAT HAPPENED?

SO WHAT HAPPENED?

Corporate Event Planning in Denver | Andavo Meetings & Incentives

Andavo enabled both companies to examine all compelling factors to make the decision which would result in achievement of their event goals.

Both events were overwhelmingly successful.

COMPANY A:
  • Held the event in the same destination with reduced attendance
  • Experienced deeper engagement and greater results than anticipated
COMPANY B:
  • „Held the event in a different destination with increased cost
  • „Achieved heightened attendee appreciation and greater ROI

IN THE EYE OF HURRICANE SANDY

IN THE EYE OF HURRICANE SANDY

SCENE

Opening day for a 2500-person global annual Summit at the Baltimore Convention Center.

The city announces a ban on all transportation in and around the city. The airports are closed along the eastern seaboard, and the convention center is named as a major shelter area for the city. There is an eerie quiet in the streets, and the sky is black. There are impending power outages, flooding, labor shortages, food and water shortages and medical emergencies.

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WHAT

An onsite “command center“ is created to coordinate information between the event planning team, the convention center, and the city to review the compelling factors for two scenarios:

        1. Move ahead with a scaled down version of the Summit; or
        2. Cancel the Summit and manage the safety and comfort of all participants in house.

WHO

The organization’s executive team, board of directors, convention center general manager, catering manager, the Andavo events team, hotel management and representatives of the Baltimore Mayors’ office and police department are meeting to enact preparations for the hurricane. 400 attendees, including speakers, sponsors and VIP’s have checked in with an unknown number of people en route via air, train, car and bus.

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HOW

A messaging strategy is implemented via the organization’s website and social media outlets in order to proactively inform participants of:  weather updates, schedule changes, safety areas in hotels and convention center, special preparations needed, effect on public transportation, refund process for cancellations, insurance mitigation procedures and contact information for attendees, sponsors, speakers and presenters.

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THE OUTCOME

THE OUTCOME

Andavo Meetings & Incentives | Denver Corporate Event Company

Although the eye of the storm passed over Baltimore, no major damage or outages occurred. Communication and creativity were key to the successful restructuring of the event. Food and beverage counts were adjusted, function spaces and speakers were rearranged and in the end, 1500 people were still able to come together for workshops, leadership seminars, networking, inspiring speakers and a celebratory Gala dinner.

Andavo developed a comprehensive risk management plan that was crucial to the event’s preparation, response and recovery from Hurricane Sandy.

The Summit was a remarkable example of what leadership and strength of purpose can accomplish in the face of daunting challenges.

AND THEN THE ICE STORM CAME

AND THEN THE ICE STORM CAME

Andavo Meetings & Incentives | Corporate Event Planning Company | Denver, Colorado

This Fortune 50 Company had meticulously scripted a four-day experiential learning experience for top regional marketing directors which included an offsite tour of a major project expansion. The project was the focus of the trip and was located over 25 miles inland from the meeting hotel.

Arrival day was met with icy rain storms, but all 250 attendees were able to arrive without any significant flight interruptions. However, by the next day, all roads were caked with an invisible and treacherous blanket of ice.

Day 3 was scheduled for the tour of the new project, and 5 large motor coaches had been arranged to transport all attendees from the hotel to the project site. An offsite dinner was planned after the tour, which meant driving after 9 pm.

Extensive plans were in motion for the tour and dinner, including local entertainment and food and beverage which had been paid in full. This meeting had been anticipated for nearly a year in advance. There would

likely not be another opportunity for the near future to replicate this experience.

The weather reports showed promise of clearing up. Sand trucks would be running all night on the major roads. The tour could be shortened. To cancel would entail loss of business opportunity and financial loss. The cost-benefit analysis favored moving forward with the tour, and yet, the potential for any risk to the safety of their attendees led this client to cancel the tour and offsite dinner altogether. Making a predictive risk assessment with little time requires decision making without all the cards – like playing poker!

When it became clear the ice-storms would disrupt the entire mission for this event, Andavo helped the client look beyond the crisis-management playbook to the company’s “true north”. The company’s mission of “Safety First” helped crystallize the decision to cancel the tour and provide alternative means to achieve the event mission.

DID SOMEONE SAY THERE WAS A MURDER?

DID SOMEONE SAY THERE WAS A MURDER?

The most idyllic of tropical locations was the setting for this 500-person employee incentive. The group was close to a full buyout of the ocean front hotel and every room was sold out prior to the group’s arrival.

The red carpet was quite literally rolled out for a festive welcome in the lobby. Early morning sun made the crystal clear beaches inviting. This would turn out to be the calm before the storm!

Just as the clouds began to roll in, the Andavo event team was preparing welcome bags in the staff office the day before arrivals. Suddenly, terrible wailing and loud panicked conversation were heard in the hall. After this continued for almost two hours, we attempted to find out the cause, but hotel management was not available. Our team began Google searches and were shocked to discover there had been a homicide in one of the hotel guest rooms.

The sequence of events that followed could never have been anticipated. Advance scenario training had prepared us to handle a major event disruption from actions arising outside the client and their control.

The homicide prompted a majority of the hotel’s housekeeping and catering staff to remain absent from work. We mobilized the team to determine the facts and the impact on the attendees and the program. A plan was drafted to mitigate adverse consequences, including a carefully drafted messaging strategy to keep attendees informed while still minimizing panic.

Andavo’s scenario rehearsals identified all areas of potential risk of loss. In this case, the weather plan helped manage the arrivals who had to wait in the lobby for over 5 hours because a) lack of hotel staff to clean guestrooms and b) heavy rain meant guests were unable to enjoy the pool and the beach areas while waiting for their rooms. Food and beverage was increased, and entertainment was brought into the lobby to lighten the mood of the arrival experience by attendees.

Aside from the initial arrival delays, the homicide had zero impact on the attendees and the outcome of the event.

6430 South Fiddler’s Green Circle, Suite 220 Greenwood Village, CO 80111
6430 South Fiddler’s Green Circle, Suite 220 Greenwood Village, CO 80111