Risk Mitigation when Mother Nature Strikes

• Coordinate logistics for 55 attendees from around the world for a Visiting Professor Program at MD Anderson.
• Suddenly rearrange plans in the wake of Hurricane Ike.

A leading pharmaceutical company contracted us to manage a Visiting Professor Program for 55 international attendees at MD Anderson in Houston. With participants traveling from Asia, Latin America, and Europe, we meticulously planned every detail. However, on the day of the event, Hurricane Ike threatened the area, forcing us to make a swift decision with our client to cancel the program. Having already collected all attendee contact information during registration, we quickly communicated detailed instructions regarding the cancellation.

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Thanks to our thorough negotiations, we protected our client from all liabilities by making sure every hotel, conference center, restaurant, ground transportation and any additional contracts all contained “Fore Majeure, Termination, Excuse of Performance” clauses. The program was quickly disassembled to protect all involved. The September meeting was cancelled due to Hurricane Ike and was rescheduled and successfully executed the following February.

Key Services Provided:

• Event management and planning
• Budget and reconciliation
• Meeting communications and materials, collection of forms, Visa assistance
• Speaker management, agreements, honorarium payments
• Hotel contract, rooming list management
• Audio visual
• Group resume, off-site catering for events at MD Anderson
• Group dinner reservations
• Lab coat orders
• Ground transportation set up and management
• Meeting evaluation

Our team at Meeting Logistics expertly reviewed and negotiated contracts with venues and subcontractors, ensuring our clients’ interests were fully protected. Our proactive planning and detailed organization enabled seamless communication and quick adaptability, preventing potential crises even in time-sensitive situations.

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