August 2009 ACCESS Advantage

Making the Most of Relocated and Re-Engineered Meetings!

Shifting gears doesn't mean your plans have to stall, especially when your DMC is in tune with the circuitry of your program. Nowadays moving and changing meetings are signs of the times; "short term" has taken on a whole new meaning and rapid response time is even more critical.

When travel circumstances caused one client to relocate her program from Mexico to San Diego, ACCESS Destination Services received the call to action 6 days out and a full destination management proposal was in the client's hands the next morning; activities and events were selected in short order. Because this client was forthcoming about all aspects of her program including a Fishing Derby, a company tradition, which had been independently contracted with the out-of-state vendor set to provide that service in Mexico, a major glitch was avoided when our Director of Operations realized that this vendor's plans did not translate logistically to our local docking schematics. In addition to managing our contracted services, our Operations team provided added value with guidance, recommendations and back-up plan - all resulting in an outstanding program according to this client, who stated, "...you worked tirelessly and so professionally for us and as our event progressed with changes, either expected or 'very unexpected,' you made the entire process appear seamless. The high level of attention given to our event was second to none."

Travel conditions also necessitated a destination change, 2 weeks out, from Cancun to Orange County. The ACCESS Orange County team snapped into action, maximizing the already-set Mexico budget and was able to accommodate, with expert planning and a vision of essential inclusions, the client's desire to maintain the Cancun format of two great off-site events. Quick turnaround was key as emphasized by our client who stated, "...great ideas and thorough information, and always in a very timely fashion, which was critical given our short turn-around in planning this program! Always very responsive (even on evenings and weekends) and as importantly, a pleasure to work with."

Corporate restructuring is also a by-product of today's economic climate and another reason for transplanted meetings. When the incentive program of one division was switched from St. Thomas to San Diego, this client asked our team to replicate the tropical magic of St. Thomas within their off-site event. While it isn't always practical to attempt replication of stand-out components from one region to another when the result, by nature, might fall short in comparison, in this case it worked. A tropical paradise was enjoyed by all at a beach boardwalk venue, just steps away from the blue Pacific. Fire rings, island music, kava bars, hammocks and tropical palms set the stage for the WOW factor - surfing demonstrations performed by professional trick riders on the giant, 30 miles per hour Bruticus Maximus beast of a wave! Following the demonstrations, several guests got into the surfing action themselves, showing everyone that Surf's Up in San Diego! In follow-up, our client stated, "Change will always be present in our industry and the need to adapt quickly is of utmost importance. With the help of our ACCESS partners we were able to adapt as needed for our customer while providing a great event with a memorable outcome."

Two months out, when budget cuts combined with perception issues resulted in one client canceling an off-property VIP event planned for an Orange County citywide conference, creative solutions were needed for adding some special touches to the now on-property ballroom function. As an added bonus to this client, our team realized that through some special vendor negotiations and packaging as well as re-purposing some theme decor components, we could enhance not only the 250-person VIP event, but two additional on-property functions as well - for the full group of 3,000 guests. The VIPs were wined and dined at a themed "Hollywood & Vine" event, an upscale look with gold and black deco palms, chase lights and separate themed areas named for film icons of the silver screen. A versatile pianist played classical and variety tunes while "Marilyn Monroe" and "Frank Sinatra" mingled with guests. Some event components then served a dual purpose in the final evening's "Networking with the Stars," preserving budget monies to also allow for exhibit hall enhancements in an "Orange You Glad You're Here" theme, a fun tribute to the history of Orange County.

So...when your plans change in a New York minute - whatever the reason - ACCESS Destination Services has the connections, the flexibility and the desire to help you make the most of your meetings, conferences and incentive travel programs!

Note: CSR events, events that give back, are often the perfect solutions to overcoming challenges due to perception. As a pioneer in developing events featuring corporate social responsibility, ACCESS will continue to keep you updated on CSR programming in future issues of The ACCESS Advantage.

back to top

 

 

back to top

 

back to top

Newsletter Sign up

Sign up for the ACCESS Advantage to have our future newsletters delivered straight to your inbox.
sign-up now

"[Managing] the unique circumstances that surrounded our relocated event was no small feat. We were very fortunate to have had the [resort property] recommend ACCESS."

Meeting Planner
TPG Capital