As event planners – we all know that no matter how much planning and thought you have put into the lead-up to the event – the last couple of weeks are always crazy! They are crazy with last-minute changes, final budget decisions, confirming attendance, re-confirming attendance, changing attendance (oy!), crossing the “t’s” and dotting the “i’s”… you know what I’m referring to!
It is with this first-hand knowledge that I physically cringed when I read the headline in one of my industry list-serves – “Being Moved 10 Days Out!”. I could only imagine what this horrendous and unexpected experience might have been like – as I have been incredibly fortunate to never having experienced this.

So, I want to share their story and share the lessons.

SITUATION:

• Group of 70
• Fort Lauderdale, Florida
• Construction at hotel venue fails to be completed as scheduled – will not be done for client event
• Client told they had to move 10 days out
• Hotel venue has found comparable space 220 miles away in Orlando
• Client not moving their event 220 miles away
• Hotel venue tells client they will cover flights etc
• Client refuses this “remedy”
• Hotel venue claims there are no local venues available – they contacted 20 places
• Client double-checks on availability – there is space available – just not at venue’s local sister property
• Client struggles to get any satisfactory assistance with being released of their contract – hotel venue simply wants to relocate them
• Client finally relieved of contractual obligations
• At 7 days out – client has to notify all participants of alternate location
• Event planner now planning the meeting for the 2nd time around!
• And the insane kicker, the hotel venue wanted the client to sign a gag order before releasing them of their contract

LESSONS LEARNED:

• Venue Contract – are you certain that you adequately negotiated every aspect of the venue contract?
• Language – you had better know your contract language – this example was predicated on the tiny little words “substitute hotel” being changed to “sister hotel” in the final contract version.
• Litigation, cancellation, contracts – your group had best have access to legal counsel to assist with negotiations
• This kind of scenario could be adapted to reflect medical emergencies, weather impacts, flight disruptions
• Do you honestly have a tangible plan of action for your PLAN Bs and PLAN Cs
• Do you have trusted advisors to call upon in a time of urgent need – e.g., global sales, destination marketing organizations, legal counsel, insurers

I would encourage everyone to read the full and real story here.

CALL TO ACTION:

So – what do you need to do today to minimize your exposure to this kind of situation?

I have 2 suggestions:

Perhaps it is time to sign up for one of my three-hour webinar series HERE where we dig deep into venue contracts?

Perhaps it is time to seek in-house training or customized one-on-one contract review services for you and your team? Please connect with me at 519-652-0364 or Heather@PlannerProtect.ca.

Together, and alongside legal counsel, we can create event contracts you can trust!