Incentive Travel Tips for Crisis Management

In today’s headlines, all you hear is government agencies and businesses alike trying to keep one step ahead of managing a crisis issue. While proactive work to prevent troublesome events from washing ashore during your incentive trip is ideal, we all know that some events are unavoidable.

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From One Frying Pan To Another

A recent incentive travel trip awarded a group of 100 participants a week in Washington, D.C. With the current political climate of our nation, I am sure you are already reaching for the bottle of Tylenol when imagining all the potential scenarios. To squelch the impending headache, let’s explore a few simple steps to start integrating into your programs to make your team feel like a top-notch secret service detail.

First, let’s define what a crisis is. A crisis is defined as a time of intense difficulty, trouble, or danger and/or a time when a difficult or important decision must be made. This definition requires the on-site team to quickly assess and address when a time of trouble or danger arises for attendees.

1. Pre-Event This is the phase where assessments can take place to prepare your staff and attendees in advance of any potential issues. A significant first step is to work with your hotel property’s Director of Security. Questions like the below should be addressed in advance so there is an awareness of the current protocols in place that your team can leverage.

• What local medical services are available?

• What are the facility’s medical capabilities?

• How will our group be informed of an emergency?

• Where will our attendees be instructed to meet in the case of an emergency?

2. Crisis Event – Once the incident has arisen, work with your hotel to assess the situation and next steps. Also, have an email ready to send to key event stakeholders addressing:

A. Who will be responsible for communicating to trip attendees?

B. Where to report and how attendees will be given instructions throughout the duration.

3. Post Event –
Once all attendees have been accounted for and any medical or trauma issues addressed; evaluate the effectiveness of the plan and communication channels used.

Preparing for the worst is never ideal, but having a plan in place along with the communication channels is the best course of action. Most crisis events that take place whether they be weather, political, labor or health-related can be averted or lessened in the degree through a simple act of preparation.

Need some insight on the best ways to navigate crisis management for your group travel? Contact Brightspot to help provide peace of mind.

Meredith May

Author Meredith May

Program Manager | Expertise is incentive training program execution, on-site meeting logistics and creating a 'wow' customer experience.

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