Be Prepared for the Unexpected

Recently, Chris Rowley, Executive Director with the Mount Pleasant Area Convention and Visitors Bureau spoke with Mary Estrada with the MichiganNon-profit Association about being prepared for the unexpected meeting situation.  

What steps do you take to plan for a possible crisis happening during a meeting?

“Luckily, this hasn’t happened to me very often in my many years of planning meetings and events.  Everyone thinks it’s not going to happen to me.” Says Estrada

Have you had something happen during a meeting and how did you handle it? 

We had a meeting scheduled to be held at Central Michigan University (CMU) in Mt. Pleasant and were expecting 300+ attendees when a snowstorm hit the area and CMU closed its campus.  We were able to work quickly with the Comfort Inn & Suites Hotel and Conference Center down the road to continue the conference in a small form for those who had already drove in the night before.  Luckily, I had staff that was able to update everyone of the change via email and social media. 

The staff at the Comfort Inn did a fabulous job of finding space, finding food and making an amazing meal that they hadn’t been expecting.  Once the weather cleared up, the Governor was even able to come up and still speak as originally planned and the conference was a success in the end.  CMU and the Comfort Inn & Suites in Mt. Pleasant were both great to work with. 

Any suggestions for meeting planners based on this experience?

Mary says “Keep a plan B in the back of your mind.  You hope you don’t have to resort to it, but have an idea of what you are going to do if something changes your original plan.”  Be prepared for the unexpected. 

Any suggestions for suppliers based on this experience?

Everything was able to come together based on the relationships I have built with different facilities.  I knew the team at the Comfort Inn and called them and they bent over backwards for me.  “I would recommend Mt. Pleasant to anyone based on this experience.” Says Estrada 

Recently, the Michigan Chapter of SGMP held a meeting on Emergency Preparedness.  Here are some resources when planning for the unexpected:

Have a plan.  Include items such as:

• Contact information of the attendees, exhibitors, venue, staff (Both work and personal contact information)
• Map of the venue
• Map of the City
• Floor plan of escape routes and where to meet in case of emergency
• Local hospital and pharmacy contact information
• Roles and responsibilities of the staff and venue – You’ve called 911, now what?
• Communication (Staff, attendees, facility, media)
• How to respond to medical emergency
• How to respond to weather emergency
• Security

Always think not “What if, but when…..”

Unusual, Creative Meeting Spaces

Unusual, Creative Meeting Spaces by Kristen Granzo, The H Hotel

Being a representative of the H Hotel (a boutique-style hotel located in downtown Midland – formerly known as the Ashman Court) – A DOLCE Hotels and Resorts property, one would think I would be an expert on how to utilize ‘unusual and creative meetings spaces’ (in fact, I was asked to present on this very topic at the Michigan Meetings Expo in May of this year – I did it and it was quite nerve-wracking, to be frank).  The truth is – I am in no way an expert, but more of a novice …

The H Hotel is difficult for me to describe (and, please don’t take that expression as negative).  I just feel as if words simply do not do it justice!  I am always telling potential customers, industry colleagues, friends, and even family that have not set foot in the doors, that the best way to understand the H … is to experience the H!  (And, if you’re not in anyway familiar with the H – check us out via www.facebook.com/theHhotel or by visiting www.theHhotel.com.)  The H is known for a lot of things: its innovative, delicious cuisine (we have awards to prove it), stunning, contemporary décor (most people don’t feel as if they’re in the Midland, MI when they walk in the doors), memorable, one-of-a-kind event/meeting experiences and a top-notch, dedicated team of associates (we are blessed to have folks that have been with us for more than 18 years).  And, here’s the truth: they are the real experts on this topic!  The H has just over 8,000 sq. feet of state-of-the-art meeting space, however, the way the space is utilized, set-up, and ultimately used, it feels as if the H has more, MUCH more … and, here’s why:

Most people think of unusual, creative meeting spaces as two-fold: traditional vs. non-traditional.  Traditional meaning conference centers (meeting/break-out rooms) and hotels (ballrooms, suites, restaurants) and non-traditional meaning outdoor (courtyards, gazebos, tents, parks, etc.) and perhaps even adjacent venues (restaurants, colleges, museums).  Both have their issues, whether it’s a room with 4 walls that lacks the inspiration for creativity (i.e. does not allow for ‘thinking outside of the box’) or it’s a space that has no walls that lacks the cultivation of core meeting essentials (shelter, food and beverage, and/or audio visual) … the fact is, it is not the space that defines whether or not it is ‘unusual’ or ‘creative’ – it is the individual(s) orchestrating the event (and by that, I mean both the planner and supplier) that are ultimately responsible.

Here are a few things to keep ‘top of mind’ when dealing with unusual, creative meeting spaces:

Planners: Trust your supplier - they know the property and the surrounding area.

Suppliers: Trust your planner – they know their goals and ultimate objectives of the event/meeting they are creating.

Work together to experiment … planners, be sure to engage the appropriate staff – from your colleagues to your speakers.  Suppliers, same goes to you – from the culinary team to conference services (aka the real experts).  Each party involved will more than likely bring both knowledge and experience to the table. 

To stay within budget, ask questions – both planner and suppliers … never assume you know the cost of something unless you know for sure!  Planners – not staying within your budget could completely derail your event and put a stop to it all together. And, suppliers – not knowing the budget of the event could do the same thing to you … and, no one wants to lose business these days – NO ONE – not now, not ever!

Also, educate yourself! Do your research, ask your peers and reassess what you already know.

So, to say I am a novice is the truth – I am still dumb-founded sometimes as I see how our team at the H is able to collaborate with planners, and with each other, to make things happen at the H that technically shouldn’t even be possible. Case in point: This is a video of a ‘flip’ from a classroom style set-up for approximately 100 people to a lounge style set-up and was taken over the lapse of approximately 45 minutes.  Yes, we committed to completely flipping our space in just 45 minutes.  Some would have thought we were crazy, out of our minds, or perhaps even borderline insane for thinking we could do it – but, we did it … and, we even had time to spare. 

Amazing what happens when you trust your planner, your supplier, your team, and ultimately yourself … isn’t it? 

Kristen Granzo | Sales Manager | The H Hotel

111 West Main Street | Midland, MI  48640 

989.837.6027 – direct | Kristen.Granzo@Dolce.com