Participant List:
andrewsmith127, attendinteract, BillyKirsch, BlissfulSeed, BrianHunt04, carrieferenac, Clean_the_World, conniepgilbert, dc2fla, EmilieBarta, ericlukazewski, ESIPAQWG, eventsforgood, executiveoasis, HBK317, heidithorne, IAEE_HQ, joyce_ma, justinlocke, kerriholland, lizkingevents, mexiaPR, michellebruno, MPITheresa, OccasionsMpls, Outdoor_Movies, perfectmeeting, PinkDeb, planetplanitbiz, POPevent, PYMVanessa, rheitke, roblcollins, RogLewis, RuudWJanssen, samueljsmith, The180Group, TheEventsGuru, thehubtalks, tracibrowne, TweetMyWedding

The Topic:

lizkingevents: Thanks for tuning in, everyone. Let's get started. Disaster and Events - Has anyone had direct experience 2 share? #eventprofs

The Definition:

justinlocke: well, define "disaster" #eventprofs
lizkingevents: @justinlocke I think to start, we are looking at natural disasters like earthquakes, volcanos, floods #eventprofs
justinlocke: i was playing a boston pops show once and the cannons were pointed the wrong way and pretty much knocked us all off the stage. #eventprofs

Our Experiences:

eventsforgood: I don't have any personal experiences to share specifically, although I have been stuck on an island w/ a hurricane 4 a wedding! #eventprofs
heidithorne: We had outdoor event in June that had a microburst thunderstorm that destroyed the field. #eventprofs
heidithorne: Didn't have a rain date since we would run "rain or shine." But with 60mph winds gusts, no go! #eventprofs
planetplanitbiz: The key I think is 2 consider what u do when any disaster hits - so far I have seen SARS, Avian Flu & Foot & Mouth disease #eventprofs

Good Advice:

heidithorne: We are considering a Plan B location for next year's event. Anyone else have experience with that scenario? #eventprofs
carrieferenac: Advice for meeting planners in a disaster: Be proactive with the media. They'll love you for it, and you'll get exposure. #eventprofs
TheEventsGuru: always have contingency plans for natural areas, think through all what-if's...then dance, pray, sing , eat... whatever works! #eventprofs
RuudWJanssen: when in burning platform situation, look at those that step forward = those that step back, them create cris mngt team #eventprofs
heidithorne: @TheEventsGuru Agreed! We're going to try sun dancing! #eventprofs
The180Group: @justinlocke: in high risk areas we always have backup generator power in case of power hiccups #eventprofs
RuudWJanssen: crisis = test of the relationships... better be solid before the crisis... build + rehearse plan B #eventprofs
planetplanitbiz: Look at the event from every angle of going wrong & start 2 work out contingencies where practical from there - #eventprofs
TheEventsGuru: I've done allot out'dr events, and planning is key & keepin up on man-made & Natural updates using tech! #eventprofs
RuudWJanssen: ask for the crisis contingency mngt plans/xperience of subcontractors + discuss at pre-conf mtg..involve police, fire marshall #eventprofs
tracibrowne: remember...no one thought a tornado would rip thru downtown Atlanta... #eventprofs
Outdoor_Movies: Being prepared and having everyone along the chain informed of the plan: Management, vendors, security, everyone. #eventprofs
Outdoor_Movies: I'm also in emergency services, firefighter, and have seen many events where people didn't know the plan or how to execute it #eventprofs
justinlocke: may sound silly, but when I am doing something outdoorsy I will actually hire a witch doctor to get good weather. can't hurt. #eventprofs
BrianHunt04: my company has invested in a accident preparedness plan that we take and review with all hotels prior to program #eventprofs
RuudWJanssen: when working abroad or with teams you don't know, simulate a crisis before one happens to test the strenght of the rubber band #eventprofs
eventsforgood: Planners should always have a risk management plan and a crisis management plan. #eventprofs
andrewsmith127: Simply put, events are an exercise in Murphy's Law... ask Zeus for help... and be ready to roll w/the punches. #eventprofs #eventprofs
carrieferenac: #eventprofs Someone just told me it's not about the problem... but how you solve it.
TheEventsGuru: Pre-planning will enable the best, & planning your response will save headaches later! Cmplete comm plans & actionable timeline #eventprofs
executiveoasis: Agreed. Clear emergency procedures are important for every event, incentive trip or retreat. #eventprofs
executiveoasis: For retreats with activities involving risk e.g. abseiling, we engage doctor with medivac on alert for the day #eventprofs
BrianHunt04: What i comes down to is being prepared on your side and making sure the venue is ready and preped. #eventprofs
conniepgilbert: pre-planning is so critical, but in some cases ur experience in damage control on the fly... may be the only solution #eventprofs
tracibrowne: we saved money by inviting the local fire department to our event to give kids firetruck rides and talk about smoke detectors #eventprofs
tracibrowne: Secret tip - Firetrucks have generators on them - side bonus #eventprofs
eventsforgood: First aid and emergency planning should be in the event program - or exhibitor kit. #eventprofs
rheitke: We call it War Gaming: Practice potential scenario responses. Prepare a Plan B for everything. Have the right gear. #eventprofs
tracibrowne: A key to planning is figuring out who on your event team is not prone to panic/is cool under pressure have them lead crisis team #eventprofs
Outdoor_Movies: I see new potential doing emergency management at events #eventprofs
planetplanitbiz: @tracibrowne - Also have the right person 2 handle the media #eventprofs
carrieferenac: In a crisis... it's key to name point people. Who is in charge? Who is speaking to media? Who is communicating with attendees? #eventprofs
RuudWJanssen: some actually enjoy the burning platform + far outperform on Adrenaline...others (u least expected) freak out in meltdown mode #eventprofs
tracibrowne: skilled in crisis mgmt - very diff thn reg PR RT @planetplanitbiz: - Also have the right person 2 handle the media #eventprofs
RuudWJanssen: during crisis also have 1 epxert/person offsite that can consult/guide/maintain overview without onsite stress... #eventprofs
executiveoasis: We give our contact blank medical profiles (returned in sealed confidential envelopes) to bring to event & shred after. #eventprofs

Technology:

heidithorne: @TheEventsGuru Yep, tech is a lifesaver! Could have utilized more in our case. #eventprofs
RuudWJanssen: don't rely (just) on twitter for emergency comm! whales up... #eventprofs
heidithorne: Problem with using tech is that some groups are not that tech savvy, i.e. not on social media (sometimes no email either!). #eventprofs
RuudWJanssen: make sure users are not first timers with tech tools when asked to use them... rely on tried + tested (from user perspective) #eventprofs
heidithorne: So when you have a non-tech savvy outdoor event scenario, you need to rely on signage and other communication channels. #eventprofs
The180Group: @heidithorne: I find the 40+ crowd has little patience to learn new technologies like twitter. Generally speaking. #eventprofs
heidithorne: @The180Group Agreed! Part of our group is 60+. Very challenging for communication at times! #eventprofs
michellebruno: I can see social media playing a big role in handling a disaster and disseminating info quickly #eventprofs
planetplanitbiz: @michellebruno - Sm is gr8 for getting the message out - we canx event due to snow & sm was the key catalyst - #eventprofs
RuudWJanssen: @michellebruno if ur team geotags locations using mobile apps instantly u can map out where they->see http://www.glympse.com/ #eventprofs
planetplanitbiz: Do SM & crisis mgt policies work together? they will need 2 soon #eventprofs
tracibrowne: We have to be careful not to rely on SM to get word out during a crisis, networks very unreliable depending on how widespread #eventprofs
tracibrowne: @lizkingevents we have trouble using mobile phones at bio & that's just because there are a lot of people there, network jammed #eventprofs

Insurance/Contracts:

planetplanitbiz: Crisis mgt is part of our knowledge base along with ins - so I see a lot of event disasters - last one being the volcanic ash - #eventprofs
TheEventsGuru: RT @eventsforgood: Did you have force majeure clauses in contracts? Yes, always try to CYA! Seen 2 mny cses where did not! #eventprofs
planetplanitbiz: @tracibrowne - Many people still believe that it will never happen 2 them & only the savvy buy cover in my exp - #eventprofs
tracibrowne: @planetplanitbiz the cost is so minimal compared to the value...I appreciate the advice you gave me! #eventprofs
tracibrowne: Curious to see how many purchase insurance so they can give back sponsor/exhibitor money even tho contract says don't have to #eventprofs
heidithorne: @tracibrowne As a Board member, I am going to suggest additional insurances on next outdoor event. #eventprofs
eventsforgood: @TheEventsGuru @heidithorne @planetplanitbiz Did you have force majeure clauses in your contracts? #eventprofs
BrianHunt04: Back up is always key and FM is important to have in each contract #eventprofs
RogLewis: I have always carried third party planner insurance to protect myself in case of disaster and bad outcomes #eventprofs
planetplanitbiz: @eventsfor good - I would recommend having a look at a Cancellation insurance (protects the money) #eventprofs
planetplanitbiz: @the180Group - canx cover covers all those unexpected circs that we can't imagine - but contracting is gd 2 - #eventprofs

Supporting Links:

planetplanitbiz: Hi Liz - Take a look at this post 2 help - http://bit.ly/caMufK #eventprofs
lizkingevents: RT @planetplanitbiz: This was also useful for keeping the event going - http://bit.ly/bwPQSk #eventprofs
heidithorne: In planning ahead, I think it was @CypressMedia that directed me to the http://www.dryday.com website for weather. #eventprofs
planetplanitbiz: @eventsfor good - Some Canx ins information - http://bit.ly/ctKB0K #eventprofs
BillyKirsch: Good video on Creativity & Innovation, every problem is an opportunity http://bit.ly/TLNFU #ASTD #eventprofs
RuudWJanssen: RT sorry 4 broken link again/ If u r looking for a good guidline for crisis mngt from IAPCO check here: http://ht.ly/28LDB #eventprofs
planetplanitbiz: from @mexiaPR -for event PR crises - http://bit.ly/cQvVEL #eventprofs

 The Topic:

 The Challenge:

The Solutions Suggested by our #eventprofs Community

ericlukazewski:	@lizkingevents The best approach is deciding what you want out of it, and streamlining it into a manageable amount. #eventprofs
ericlukazewski:	It's overwhelming at first, but like anything, becomes a 'part' of your day as you learn more efficient processes. #eventprofs
CharityChoice:	@ericlukazewski apropos to the new topic. Trying to stick to a self imposed schedule to make the most of all SM activities #eventprofs
michaelnewhouse:	Social Media-dedicated strategy includes time management #eventprofs
PinkDeb:	SM time management is BIG and also realizing it is a process. people want instant results and in the beginning - not instant #eventprofs
samueljsmith:	@PinkDeb Great point about time management - it is much more of an evolution than revolution. #eventprofs
ASegar:	@lizkingevents My post today on giving up trying to measure ROI in social media might reduce yr tension http://bit.ly/apnKII #eventprofs
justinlocke:	there's a steep beginning learning curve but SM should be fun. you're just dealing with people, at the core that's not new #eventprofs
theexpogroup:	You should drink from SM firehose 1st so you can decide what works best for you & adjust the spigot. #eventprofs
ericlukazewski:	@lizkingevents I'm not sure you can 'teach' someone everything SM has to offer. Sometimes you need blind faith to jump in #eventprofs
lyksumlikrish:	@justinlocke You have to be willing to put a little time into it, especially at the beginning, to learn how to approach Twitter #eventprofs
brandtkrueger:	@ericlukazewski Sell yourself, not your product. Constantly hocking product gets old for everyone involved #eventprofs
ericlukazewski:	@ASegar Great points Adrian. Obsession often leads to burnout. I've been down that unfortunate road. #eventprofs
D_Elms:	Realistically u cannot start w strategy but at some pt, need to start evolving 1 so can c if on track or not. #eventprofs

Tips and Tricks to Get You Started

Mizcity:	@michaelnewhouse great point.I have a list of sites that I check every morning &have an email alert 4 my name & twitter handle. #eventprofs
lyksumlikrish:	@Mizcity I chk all my RSS feeds on my homepage including fave blogs, google alerts, searches on my brand sev times a day #eventprofs
justinlocke:	RT @ericlukazewski: what are some of the best practices you all use for managing your SM usage? #eventprofs PATIENCE !!!
ASegar:	@ericlukazewski Set times to scan Twitter feeds, turn them off otherwise. Regular but not obsessive blog posting schedule. #eventprofs
CharityChoice:	You read up still there is a fine line between do's and don'ts. You go for it be yourself. little hand slap won't hurt that bad #eventprofs
showmakers:	@ericlukazewski Since I'm tweeting from the office, I try to set aside time in a.m., aft, p.m. to catch up on tweets/post. #eventprofs
lizkingevents:	I also try to integrate SM w my everyday life - instead of searching for articles, I share what I already read & find intresting #eventprofs
PinkDeb:	#eventprofs - jump in - at least a little everyday. With coffee in the morning. agree on RSS feed and email alerts of what i need to see
michaelnewhouse:	We have sched blog days (so I can monitor clients) & SM times (stats of when users r participating) #eventprofs
ericlukazewski:	I couldn't survive without Google Reader RT @lizkingevents: @mizcity Do you use Google Reader? #eventprofs
AKthe5th:	@Mizcity @lizkingevents How about getting out from behind the screen and institute an IRL schedule! Take time to meet people!!! #eventprofs
lizkingevents:	SM can be time consuming, but I think of it as my investment. Like u would put in $ for an ad, u put in time for SM #eventprofs
D_Elms:	Anybody else "favorite" tweets so they can read later, & realize there are hundreds of them waiting ??? #eventprofs
samueljsmith:	Google Reader helped "consolidate" the madness of 75 Blog feeds, 40 alerts, etc. into one tidy space. My inbox thanks me. #eventprofs
justinlocke:	i also find it's fine to just read new blogs that people tweet rather than the same ones day after day! #eventprofs
AKthe5th:	@lizkingevents The best investment U can make in a business is developing relationships IRL,an investment in growtrh for future! #eventprofs
lyksumlikrish:	@Mizcity I also use Evernote to bookmark links. It REALLY helps keep me organized, can search by tags #eventprofs
jeffkorhan:	@theexpogroup Here's a blog post I made w/vids on simplifying use of Reader w/iGoogle: http://bit.ly/d2WARv #eventprofs
mikemcallen:	@lizkingevents feedburner has been great for stats on meetingspodcast... but it broke recently #eventprofs
Mizcity:	Thanks everyone for an awesome chat & alleviating my RSS fears Liz- awesome job as always! #eventprofs

Ideas for Future Chats