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MPI-THCC October Chapter Meeting
by Donna Harbers
Texas Association of Assessing Officers
The October 17, 2005 chapter meeting was held at the Henry B. Gonzalez Convention Center in San Antonio and was a facilitated panel discussion on Case Study on Crisis Communication: How Hurricane Katrina Has Affected the Local Meetings Industry. Panelists included: Jeff Rasco, CMP with Attendee Management, Inc. as moderator, Lauren Grossman, CMP with the Austin Convention Center, Kate Allen with the Texas Association of School Boards (TASB), Lisette Murray with HelmsBriscoe, and Kari Eustace, CMP with the San Antonio Convention & Visitor’s Bureau.
Each panelist brought a unique perspective to the discussion. The Austin Convention Center housed 4,200 refugees at one point during the aftermath of Hurricane Katrina. TASB’s annual conference is a partnership with the Texas Association of School Administrators (TASA) and attracts approximately 10,000 attendees per year. The TASB/TASA annual convention was cancelled twice between Hurricane Katrina and Rita and finally relocated to Dallas one month after it had been cancelled the second time. HelmsBriscoe worked with many associates and clients throughout the country to relocate misplaced New Orleans meetings and continues to give clients tips to make sure that force majeure clauses in contracts protect the planner’s organization adequately. As a city, San Antonio housed refugees and took groups that needed to relocate meetings that had been cancelled in New Orleans.
Panelists’ experiences are perhaps best summarized by one statement from Lauren Grossman: “Every rule I’ve been taught for 13 years went out the window. I mean, duct tape on the windows!”
Panelists also shared the following comments about impact to their organizations:
-Lauren Grossman didn’t know how much of the Austin Convention Center’s expenses FEMA would reimburse, but she knew that employees were proud to help.
-Kate Allen is now convinced that, if necessary, it only takes 30 days to plan a conference for 10,000 attendees. She said that the TASB/TASA annual conference was still very successful but lost 25 percent of exhibitors and approximately 1,000 registrants.
-Lisette Murray said that HelmsBriscoe gave clients the opportunity to relocate within the same hotel brand first, but let clients cancel without penalty if relocation did not work.
-Kari Eustace shared that the San Antonio CVB experienced a high volume of calls from confused clients since the Baton Rouge Convention Center is called River Center. She also said that a group with 19,000 room nights that had been scheduled for early 2006 in New Orleans has relocated to San Antonio.
Lisette Murray also offered some valuable tips to remember the next time you’re negotiating a hotel contract:
-Most importantly, remember that force majeure is negotiable
-Be more specific in force majeure clauses
-For contracts that are already signed, ask for addendums such as the hotel’s evacuation plan
-Add a statement that the hotel must be completely in operation “X” days before the meeting
The October chapter meeting also included an exclusive tour of the Vatican Exhibit Saint Peter, Legacy of Popes. Attendees got to experience breath-taking works of art on tour from the Vatican. Of those who attended, how many of you were asking, “Do you think that chalice was real?”
Many thanks to the sponsors of the evening: San Antonio Convention Facilities, The RK Group, L.L.C., San Antonio Convention & Visitor’s Bureau, AVHQ, Star Shuttle & Charter, Around Austin, and Smart City. | 
