ASAE’s Technology Conference: How to handle a crisis admirably
Posted on : 02-10-2010 | By : Shannon Otto | In : in the news, links, meeting and event planning
Tags: ASAE, duncan mccreery, hannae berhanu, MemberClicks, small-staff associations, tech10, untech10, weather
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Crises are not things any organization looks forward to dealing with, but it’s crucial to always have a contingency plan.
ASAE and The Center’s move on Tuesday to cancel the Technology Conference and Expo was the right call. Even though the event is the organization’s third biggest event of the year, the winter weather presented too many risks to attendees and exhibitors alike.
On top of making the safe decision, ASAE also announced everyone would be issued a full refund.
This is an extremely refreshing move on ASAE’s part. Obviously, no one can control the weather, but ASAE kept it classy with full refunds and apologies. To be honest, on Tuesday morning, I didn’t think the event would be cancelled. But as I continued to keep up with the #Tech10 Twitter stream throughout the day, I realized that the risks far outweighed the benefits.
Long lines at the Atlanta airport...
Our own MemberClicks crew made it as far as Richmond, Va. They were supposed to fly to D.C. this morning, but when flights started getting axed, we sent them up early, anticipating that the show would go on. When it was cancelled, we decided it wasn’t safe for them to drive from Richmond to D.C. on snowy, icy roads, and they returned to Atlanta.
...and long lines at the Richmond airport.
We’re going to be virtually attending UnTech conference, which will last from 9 a.m. to 5 p.m. Thursday. If you’re in the D.C. area and can get to the Renaissance Hotel, try to be there in person! If not, they will be streaming some session live. If you’re on Twitter, be sure to follow the #UnTech10 stream, as well.
We were truly happy to see ASAE make this right, albeit difficult, decision and hope small-staff association professionals in the D.C. area take part in the UnTech conference. Or, just sign up and attend virtually! Many speakers will be presenting their planned sessions, and this is a great opportunity to take part in the association community, ASAE-official or not.
Next time we need to coordinate travel arrangements. We rented a van and drove up on Tuesday and passed right through Richmond!
Ok.. I have lots of questions:
1) What did ASAE have in their contingency plan (esp. after last week’s blizzard!) from which we can learn?
2) How were all parties including speakers notified? (I was following on twitter even tho’ not registered — I was supposed to be away from DC.)
3) If Metro is still closed above ground and/or curtailed and if DC and Fed govts. (and VA and MD) are still closed AND people are being told to stay off the roads unless they are essential, what is the responsibility of the untech ‘organizers’ to the safety of those who DO attend?
4) If such an unconference can happen so easily, what’s the future of sponsored/hosted conferences?
Inquiring mind wants to know!
Thanks.
@Colleen: We should coordinate! I hope your driving conditions weren’t too bad!
@Joan: Great questions! I’ll answer to the best of my knowledge.
1. From my point of view, ASAE’s contingent plan was a bit unclear. Monday, they said the show would go on. Tuesday, we found out there were considering canceling the event, which they eventually did.
2. I was under the impression ASAE sent out an e-mail to speakers, attendees and exhibitors. Personally, I found out through Twitter first by following the #Tech10 hashtag.
3. ASAE isn’t taking part in UnTech10 for insurance reasons, which makes perfect sense. I think the UnTech10 organizers are encouraging everyone who is able to attend to come. However, I know they’re focusing on making the event heavily virtual, which should encourage people to stay home and participate online.
4. The future of hosted/sponsored conferences is unclear – they still garner lots of attendance and publicity, but perhaps it could be better for volunteers to put together events with speakers and sessions they think would best benefit from. Perhaps they could be more niche? Also, I think sponsored/hosted conferences will prevail because they have the capability and money to draw more high-profile speakers and get deals at hotels, etc… All the little logistics that volunteer organizers may not be able to do.
Thanks for your comments, Colleen and Joan!
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