Get Amenities Will Travel

I just saw this great idea from Meetings & Conventions:

BOTTLE SAVER

Little is more frustrating than picking up your luggage and finding everything soaked in wine from a broken bottle. One inexpensive way of preventing that is storing wine in the Jet Bag, an absorbent, zip-seal bag that protects a 750 ml bottle and absorbs all the liquid if it does break. A three-pack of Jet Bags costs $15. (248) 891-8939;thejetbag.com

When a Natural Disaster Strikes

Last week, I was managing a 2,400-delegate international conference in Atlanta. The conference went superbly, with very few unexpected events or unplanned disruptions.

Just as we were planning our departure, however, Mother Nature threw a monkey wrench into things with the eruption of Iceland’s Eyjafjallajökull volcano. This particular conference is approximately 40% graduate students and 25% European delegates, for whom being stranded unexpectedly poses financial and logistical stresses.

Convention managers are under no obligation to accommodate stranded attendees in a natural or other disaster. Like many organizations, however, this group felt obligated to their community and asked us to provide logistical and financial support for people who were truly stranded. Though this conference does not have a written emergency plan, our team immediately took action in the following ways:

• Pushed out accurate information early and often, using Twitter and the conference hashtag. Circulated a new Twitter hashtag to allow stranded conference travelers to keep in touch with one another.
• Contacted the hotel immediately to confirm the availability of hotel rooms at the conference rate through the weekend.
• Set up a stranded traveler help desk to provide moral support and resources.
• Provided a roommate matching service, pairing empty beds with needy travelers.
• Developed an official meeting point outside of the conference venue, with basic necessities such as meals and work space.
• Set up an information page on the conference website (check out our page at http://www.chi2010.org/v/) with continuously updated information and resources.

Today, five days after the first eruption, nearly 200 delegates remain in the US awaiting flights back to Europe. Our communications plan continues to evolve, but because we were able to respond quickly our delegates had accurate information while they scrambled to make plans.

Airline Delays and the new Three Hour Rule

When a tarmac delay exceeds three hours, a new DOT rule allows airline passengers to deplane. This is a welcome development for anyone trapped inside a cramped regional jet for hours as well as those who've already missed their meetings due to the delay. But while the new rule may please some business travelers, others may be inconvenienced if taxiing back to the gate negates that one chance to get home before an airport closes for the night in inclement weather.

Navigating Troubled Economic Times

With all the news about corporations under government scrutiny cancelling travel, lots of executives are asking if their companies should move ahead with upcoming conference. My answer to this question is, definitely!

Though virtual meetings are a great option, nothing can replace the value of meeting clients or industry partners face-to-face. Meetings and events are smart, cost effective ways to retain and develop employee talent, build engagement, generate ideas and share knowledge that drives business growth.

Conferences are also a key source of revenue for our economy; in fact, nearly one in eight jobs in the U.S. is linked to the travel and tourism industry. The meetings and conventions industry is one of the top twenty micro-economies, contributing to our gross domestic product. If companies hesitate, the effects could be catastrophic.

Last month, President Obama and key lawmakers met with travel industry representatives to express ongoing support for the meetings industry. The President encouraged businesses to continue supporting employee travel and attendance at events that provide measurable return on investment. Further information, guidelines, and resources can be found on the Meetings Mean Business website, co-sponsored by ten industry associations including the Professional Convention Management Association and ASAE.