SEPT 11: A MEETING PLANNER'S STORY
"WORST - CASE
SCENARIO"
Since many of our meetings are held overseas, we train our planners to
anticipate worst case scenarios and plan accordingly. But September 11 .
caught us woefully unprepared.
When the attack took place on Sept 11, our advance party was already in Cairo,
Egypt. with most of our supplies - conference bags, badges, certificates of
participation in papyrus- participants' names handpainted in hieroglyphics,
silver cartouche for speakers and other unique items from the Land of the
Pharaohs. The International Technology, Meetings and Incentives Conference for
meeting professionals was scheduled to start on Sept 16 with a dinner and Light
and Sound Show at the Great Pyramids, meetings industry sessions on a Nile
cruise and close at the Mediterranean Travel Fair in Cairo.
I was booked on an Egypt Air flight 2 days later. My bags were packed, tickets
and passport in my purse.
Minutes after the first plane hit the World Trade Center, my phone kept ringing
and my computer started buzzing with dozens of email. These multiplied rapidly
minutes after the Pentagon, a few miles from our office, was hit. Dumbfounded, I
stared simultaneously at cnn.com and the television - desperately hoping one or
the other would say it was all just a cruel hoax.
My first thoughts were for my family, friends and the families of the victims of
the horrendous attacks. There was no doubt in my mind that the victims
would number in the thousands. As I tried to gather my wits around me - I sent
out the first of several email to all participants. "Please don't panic. I
will keep you updated.".
For over a year, we had been anticipating a meeting at the Great Pyramids and on
the River Nile with great excitement. The destination that was so intriguing
because of its wonders, treasures and exotic culture - now suddenly seemed so
dangerous.
Meanwhile I was trying to trace the whereabouts of 2 colleagues who were
scheduled to meet with an American Express executive at the World Trade Center
that morning. "Please, Lord", I prayed, "save them".
I spent countless hours chasing information sources. Both the Department of
State and the US Embassy in Cairo said there are no apparent signs that US
citizens are in imminent danger in Egypt. The Minister of Tourism of Egypt
himself called to assure me that we will be safe and that he will personally see
that we are very well taken cared of. Security had been increased 200% at the
airport and in all tourist attractions. Marshals are now in every tour bus. Our
DMC let me talk with the leader of another American group who was having their
annual meeting in Cairo at the time of the attack. They are proceeding normally,
he reported. The only difference he could see was that there are guards
everywhere and strangers were stopping them in the streets saying,
"Americans - we love you. Don't be afraid".
"Please don't cancel, " our DMC pleaded. "Egypt is safe. Your
group will be treated royally here. Everything is all set". With all the
security measures in US airports, this seemed to be the safest time to travel.
But the participants were shaken and grieving. As the departure dates came
closer, it became painfully obvious that we will not be able to achieve the
objectives of the conference. It would be difficult to focus on the agenda and
enjoy the wonders of this unique destination when you are jittery and can only
think of what's happening to your family back home.
Some participants disagreed, "If we cancel, we let the terrorists
win".
Some airports remained closed. many flights were cancelled. A participant wrote,
"Sometimes, things are taken out of our hands for a very good reason."
Thank God for email - we quickly reached a consensus: Re-schedule.
Time was of the essence. A couple of professional colleagues and personal
friends were still unaccounted for. "6000 body bags ordered for New
York", the news launched a thousand butterflies in my stomach. The computer
buzzed - another urgent email. "I am afraid that meeting was confirmed for
9:00 am Sept 11. They had to be at the World Trade Center no later than 8:45 am.
And guess what - Linda was supposed to be at a meeting at the Pentagon 10:00 am
Sept 11, too. I will keep calling - and let you know."
We now know – but their bodies have not been found.
The
Egypt meeting was re-scheduled to January 11-15, 2002, just before our meeting
in Paris, France. We gave free registration for the Paris meeting to all those
who re-scheduled. We asked Egypt Air to allow them to add a Paris stop-over
without additional charge.
Through the tears, we kept busy revamping the agenda to address the new
realities in our suddenly changed world. How does this impact the meetings
industry? What can we do? A participant asked "If we understand each other
more, wouldn't we fear each other less?"
Despite the difficulties, the program shaped up to be richer, more substantive -
than it ever was. Some suppliers gave a few limited scholarships – but they
were also hurting and we could not ask for very much. The cancellation rate was
massive.
Fear of getting on an
airplane. Fear of going to an Arab country. Fear of going to any country outside
the USA. These are now the realities of a changed meeting environment – and
meeting planners better be prepared for worst-case scenarios.
Andrea Sigler,PhD
President, CIMPA
The Connected International Meeting Professionals Association is an online
association of buyers and sellers of meeting products and services on the
internet.
Website: www.cimpa.org Tel 703 978 6297 Fax
703 978 5524 Email: info@cimpa.org
9200 Bayard Pl, Fairfax, VA 22032
