Managing events is a challenge in and of itself. Then you throw in the unexpected and it’s a whole new ball game. This month’s MeetGreenChat discussed “Managing Events in Uncertain Time – Weather”. The weather is unpredictable and as a planner there are some things you can do to prepare for a crisis or emergency due to weather when it comes to your event management process. Here’s a recap of the discussion we had about events and weather:
Today we are talking about “Managing Events in Uncertain Times”. Would you consider weather related issues a challenge for today’s events?
A1. Yes, weather can pose a significant challenge to meeting planners. For example, shipments and attendees can be delayed, special events can be impacted, there could even be a loss of power. #meetgreenchat
— April Hammel (@aprilhammel) October 2, 2019
A1: I would and saw it first hand this weekend here in Davis, CA when we had a very unexpected tornado, hail, and heavy rain on a Sat evening. Immediately before I saw several community events happening outdoors, which most certainly must have been impacted. #MeetGreenChat
— Eric Wallinger (@EricWallinger) October 2, 2019
A1) Climate change is so important yet there are so many areas in this topic to try and do our part. As a planner, I'd be concerned more about the venues that are ski resorts. #MeetGreenChat pic.twitter.com/7zd8mHxFmf
— Sonia Harris (@harrisonia) October 2, 2019
Have you personally been affected by any issues related to weather?
A2: When I lived in Portland, OR ice and snow could shut the entire city down for days and even a week at a time. This must have posed tremendous challenges at the Convention Center. I know it did for me! : )) #MeetGreenChat
— Eric Wallinger (@EricWallinger) October 2, 2019
A2 we also had a conference close early in NYC just before hurricane Sandy. #MeetGreenChat
— nancyjzavada (@nancyjzavada) October 2, 2019
Is your organization planning for weather related situations?
A3. Yes, we are always discussing the most likely scenarios for each event. For weather specifically, we like to plan additional time for travel so our teams have plenty of time to safely arrive at the destination. #meetgreenchat
— April Hammel (@aprilhammel) October 2, 2019
Have any of your events been affected by weather? If yes, give us an example of the issues you experienced?
A4. We have had teams delayed by weather and outdoor activities that were moved indoors. #meetgreenchat
— April Hammel (@aprilhammel) October 2, 2019
A4: An event I planned to attend with my family last year was cancelled due to the catastrophic fire in Butte County. Even though the immediate danger was 1.5 hrs away, the smoke led to the cancellation. #MeetGreenChat
— Eric Wallinger (@EricWallinger) October 2, 2019
Did you have an emergency response plan?
A5 Yes, but it is much better after dealing with Hurricane Sandy. Lesson learned #MeetGreenChat
— nancyjzavada (@nancyjzavada) October 2, 2019
A5: In my sustainability consulting role I look to address Emergency Response Planning in my venue tours. #MeetGreenChat
— Eric Wallinger (@EricWallinger) October 2, 2019
A5 Yes, we ask our teams to cater their ERP to the venue and event as well as assign their team roles prior to the event. We also ask them coordinate with the client and venue prior to the event to establish meeting areas, specific roles, and venue protocols. #meetgreenchat
— April Hammel (@aprilhammel) October 2, 2019
How would an emergency response plan help you respond to an emergency?
A6: For me in my role, where I am often briefed (but not the plan developer) it is helpful to learn the key egress arteries of a hotel or convention center. #MeetGreenChat
— Eric Wallinger (@EricWallinger) October 2, 2019
A6 It is a guide that outlines the most likely scenarios and protocols that your team can follow should the unthinkable occur. #meetgreenchat
— April Hammel (@aprilhammel) October 2, 2019
A6) Some people panic in the midst of an crisis so having an emergency response plan shared among an event stakeholders can help lower stress & anxiety and can enable people to focus. #MeetGreenChat
— Sonia Harris (@harrisonia) October 2, 2019
As a planner, what role would you play in responding to the emergency?
A7 Our role is to assist first responders and communicate with attendees #MeetGreenChat
— nancyjzavada (@nancyjzavada) October 2, 2019
A7) As a planner responding to the emergency, I'd communicate with the designated (& TRUSTED) points of contact to ensure their segment of the plan is operating as expected. After that, I'd help wherever needed. #MeetGreenChat
— Sonia Harris (@harrisonia) October 2, 2019
What challenges could you experience in responding to an emergency?
A8 Communication break downs and lack of technology resources are likely to occur at some point. #meetgreenchat
— April Hammel (@aprilhammel) October 2, 2019
A8 Be sure you are responding to Intelligence reports and not TV news information #MeetGreenChat
— nancyjzavada (@nancyjzavada) October 2, 2019
A8: We have learned that contracts can be challenging sometimes as it relates to event emergencies like weather. Sometimes making very difficult to cancel, when it would make sense to out of precaution, etc. #MeetGreenChat
— Eric Wallinger (@EricWallinger) October 2, 2019
A8) Challenges we can experience in responding to an emergency include:
⭐ being unable to reach all attendees
⭐ city power outages
⭐ cell phone tower issues
⭐ key stakeholders becoming immobilized#MeetGreenChat— Sonia Harris (@harrisonia) October 2, 2019
Should you have a designated team or team member from the event planning side responsible for leading the communications and ensuring the safety of the attendees? Who would you assign this role to?
A9. Yes, our Project Manager typically fills this role at events. #meetgreenchat
— April Hammel (@aprilhammel) October 2, 2019
A9 Definitely and those responsible should be predetermined #MeetGreenChat
— nancyjzavada (@nancyjzavada) October 2, 2019
A9) Thinking about association (medical) meetings where member committee chairpersons also have a responsibility with developing the program, I would enlist their assistance with executing emergency plans. #MeetGreenChat
— Sonia Harris (@harrisonia) October 2, 2019
How should the chain of command work in communicating to the team, the venue, and the attendees?
A10 Designating roles ahead of time so that everyone knows their assignment will ensure smoother communication for all. Whoever is in the lead role will be responsible for the communication tree and follow-up with everyone. #meetgreenchat
— April Hammel (@aprilhammel) October 2, 2019
In my role, I receive my instructions from the venue or first responders (if applicable), but having a plan in place with our MeetGreen planning teams onsite helps enhance their chances of best mitigating situations as they arise and to support attendees & venue. #MeetGreenChat
— Eric Wallinger (@EricWallinger) October 2, 2019
How will you plan for an emergency related to weather in the future?
A11: Researching weather trends for your event location. For instance, many in the US do not realize that ice can have such significant impact on Pacific NW cities, or storm season in the Carolinas , etc. So some background research here can really pay off. #MeetGreenChat
— Eric Wallinger (@EricWallinger) October 2, 2019
A11) I already follow news outlets for weather- and traffic-related events so I would suggest also temporarily following the news organizations in the event's city for updates. #MeetGreenChat
— Sonia Harris (@harrisonia) October 2, 2019
We learned a lot about managing events and weather from one another. “Ounce of prevention pound of cure” is the take away here. Researching, planning for the unexpected, and documenting that plan so you can execute. To help you with planning for an emergency download our Emergency Response Plan Template.
Thank you to all of the participants for sharing their knowledge and experience! See you next month on 11/6/19 at 11AM PT.
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