What is your contingency plan? We all know in the world of events we need to have a plan B, luckily we rarely have to put it into action. The recent Hurricane in Florida was, however, an example of when plan B was needed. We would like to thank i3 Events for sharing their experience.
Guest Blog by i3 Events: Reacting to Hurricane Helena
Hurricanes are a force to be reckoned with, especially when you’re in the middle of planning a 400-person conference in Orlando. When Hurricane Helene started heading toward Florida, we had no choice but to move quickly. Though Orlando wasn’t in the direct path of the hurricane, the tropical force winds posed enough of a threat that we had to adjust the program.
The venue, a well-known resort in Orlando, was the perfect spot to host our outdoor receptions, dinners, and (very cool) networking lounges under the stars. But as the forecast shifted, we hunkered down with our client, hotel partner, DMC, and AV vendor, knowing that the guests’ safety and comfort had to come first.
How Joi helped us react
When we made the call to move the events inside, the clock was ticking. But with Joi.Events, we were able to update our entire program in real-time, reshuffling event spaces within the resort and adjusting times where necessary. The platform allowed us to make these updates swiftly without sacrificing the event's flow with the added bonus of not having to deal with 14 competing spreadsheets, each with names like v12, v14 final, or V14 final final. With just a few clicks, we pushed out updates to attendees, speakers, and sponsors. Everyone had the latest information about locations and schedules, meaning there was no confusion or unnecessary scrambling.
A lot of things moved in our favor last week; the Hurricane stayed far enough west that we were actually able to have the event, our partners were top-notch, and we have done things like this in the past so none of it was new. Adding Joi to this mix, allowed us to shave time off of an already insane schedule.
Easy is Good when Faced with the Unexpected
Adjusting a conference program at short notice is a logistical nightmare, but the ease of making adjustments in Joi allowed us to maintain control of the situation and keep everything on track.
A Seamless Experience for Our Guests
Seamless. Sure it was (wink wink) but what could have been a 100% crappy experience for our attendees was handled smoothly and efficiently and without drama. The best part is, the attendees didn’t really notice which is the ultimate compliment to the entire team.
Hurricane Helene might have caused us to pivot, but with the right tools in place, we were able to ensure that the event remained a fun experience for everyone involved.
Please share if you have any disaster recovery stories, success in these situations is always calming for our fellow event planners