The only thing you can plan for is change. If something can happen at an event—it will. Our experts took some time to share some of their most interesting and outrageous stories from the frontline. From mother-nature to man-made, these onsite challenges allowed our team to stretch their problem-solving muscles to save the situation from escalating, ensuring the event went as smoothly as possible.
Here are their stories:
Flood of Problems
In Barcelona for a meeting, at the end of our last day, after the meeting was done and departures had concluded, our team ventured outside to reflect on the success of the event. Moments later, we received a call from the manager on duty to let us know that there was an incident in one of our attendee’s guestroom. He explained when housekeeping entered the room, it was flooded with at least two inches of water. The description was vivid… from the foul smell to pieces of food floating in the water. Our first concern was our attendee and we were relieved to learn she was at the entire meeting and safely on her travels home. Initially, the hotel threatened to charge for damages. However, after a little digging, they realized they had shut off the water the night before and into the morning. Naturally, the attendee must have turned on and checked every faucet that morning to get ready and accidentally left them on. She went to the meeting, checked out of the hotel and departed home. However, during the day the water had come back on—flooding the entire guestroom. The hotel had not announced there would be a shut-off, so the guest was not charged for damages.
Do Not Disturb
At one of our conferences taking place at
Didn’t Miss a Beat
The meeting was at the Renaissance Orlando Sea World and it was the last day of the conference. We had an awesome closing keynote speaker who is a former Surgeon General. The board and co-chairs were very excited to hear him speak. About halfway through his presentation, the city of Orlando had a
Of Course, We Can
One year, for a reoccurring event, an attendee asked for a specific room during the online registration process, describing the room in vivid detail. Shortly after they registered, they emailed us to follow up with the request with an attached photo of the hotel, with an arrow pointing to the specific room, on a specific side of the hotel, overlooking the pool. While the client’s room block was not in that area, we did work with the hotel to put the attendee near their requested room. Since we worked with this hotel annually, they were willing to work with us to accommodate the request.
We were managing a program for a group that was known to have a good time and indulge. The second night of the event after our dinner event had ended, we got everyone back to the hotel and we made my way to our rooms. Our staff got a call about 2 a.m. from the hotel staff saying we needed to come to the hotel lobby immediately. Our hotel contact showed us to the bathroom where our main client was completely passed out. We quietly woke her up and took her safely to her room. The next morning, we were scheduled to meet
$10,000 Well Spent
We once had a client request to take down a gigantic chandelier because she didn’t like how it looked in the general session. She was willing to pay the $10,000 to have it removed and then re-installed after the event. As for the chandelier, the hotel took it down only for the client to realize she didn’t like how it looked without it either—so their maintenance staff put it back up.
We had an attendee once request a treadmill and 8-pound weights to be put in her sleeping room for a National Sales Meeting. Oddly enough, this wasn’t even a VIP Request – she was someone who was sharing a room with another person at the meeting.
It’s the Bridge’s Fault
A few years ago, we were standing outside an event venue waiting for the Board of Directors. Someone called me in a panic to let me know the CEO was upset that they were late for breakfast. They told the CEO the bridge was up and the
Snow in San Antonio
One December, we were
Every event is an adventure. Our expert team of event managers, coordinators, and onsite team members know how to diligently and professionally manage problems as they arise.
To learn more about event management visit www.meetings-incentives.com or call 1+ 262.835.3553 to speak to one of our pros.