Northstar

Planner's Portfolio Meeting Strategies 18 MAY-JUN 2018 MEETINGS & CONVENTIONS MCMAG-ASIA.COM I n the modern world, emergencies are no longer rare. Instead, they're routine. From extreme weather to terrorist events, virtually anything can happen to virtually any event. Unfortunately, meeting planners can't prevent that; they can, however, prepare for it, according to Marty MacKay, president of Global Alliance at Hosts Global, an international alliance of destination management companies. MacKay says one of the best ways to prepare a meeting staff for a potential emergency is to train for one. "You never really know how you're going to act in certain situations, but if you talk about them, train on them, and think about them in advance, you're more likely to act in the desired way should something happen," MacKay says. "Think about something as simple as an attendee having to go to the hospital for some reason. As a DMC, is my expectation that we send somebody with them? You don't necessarily have the time to make several phone calls to ask someone, 'Should I go? Should I stay? What should I do?' You need to know ahead of time, and that takes training." Although you can never replicate an emergency in your office as it will happen in the field, rehearsing likely scenarios can help. "Drills are tough because there's only so much you can physically do to create a [realistic] drill," MacKay continues. "One idea, though, is 'scenario drills,' which can help ensure your team is confident in the decisions they're making. We've got a couple of DMCs, for example, that put out a scenario every Monday at their staff meeting. Someone has to say what they would do if they were in that situation, and then it's discussed a little bit to determine whether their reaction was spot- on or whether there are some other things that should be considered. That kind of training will help you when you're in an actual situation." MORE TIPS: HTTP://WWW.SUCCESSFULMEETINGS.COM/STRATEGY/MEETING- STRATEGIES/SECURING-SUCCESS-MARTY-MACKAY-HOSTS-GLOBAL Learn how to help your team plan for potential emergencies at your next meeting. WORDS MATT ALDERTON How to Prepare Your Meeting Staff for an Emergency Mixology Breaks Meeting attendees no longer want to be passive audience members. Instead, they want to be active participants. That desire extends to meeting breaks, too. Instead of having refreshments served to them, attendees often want to have a hand in making them. For that reason, mixology is ideally suited to groups. Picnic Breaks When they spend days at a time in ballrooms and breakout rooms, attendees itch for a chance to break free and get outside. So instead of a traditional buet, banquet, or boxed lunch, why not oer a picnic? Teambuilding Breaks The best chefs use every part of an ingredient when they cook it. When they cook beef, for instance, they don't just use the meat; they also utilize the bones and organs. The best meeting planners do the same thing. When they host a meeting, they make the most of every part. Teambuilding breaks are ideally suited to that philosophy because they do double duty: Not only do attendees get to take a break from the main meeting, but they also get to partake in a productive activity that yields positive benets for the group. Spa Breaks Meeting planners who want to literally give attendees a break should consider spa-themed breaks, which are designed to help attendees relax and recharge during marathon meetings. Fitness Breaks Some people like to recharge in the middle of a meeting by relaxing. Others prefer the opposite: physical exercise, which gets the blood pumping in a way that primes them for the rest of the meeting ahead. "You never really "You never really "You never really "You never really know how you're know how you're know how you're know how you're going to act in going to act in certain situations, but if you train on them, you're more likely to act in the desired way should something happen..." happen..." PHOTO CREDITS: GETTY IMAGES

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