No one saw the debacle coming for the 45th Annual TASB/TASA Convention in September 2005. Many association executives can understand and appreciate the disruption that a hurricane can have on an annual conference. But what if your contingency plans are battered by a second hurricane?
Each year Texas Association of School Boards works jointly with the Texas Association of School Administrators to facilitate an annual Convention which networks more than 6,000 public school officials. The 45th Annual TASB/TASA Convention was scheduled for September 2005 at the George R. Brown Convention Center in Houston, Texas. The staff members did not realize that plans would soon be impacted by the hurricane season and they would be called upon to manage a crisis with the event tools at their disposal.
Hurricane Katrina Hits New Orleans
Three weeks prior to the Houston show date
In the aftermath of Hurricane Katrina striking New Orleans, the Houston convention center began filling up with evacuees from Louisiana. Assurances had been made from the convention center management that the show would still go on.
Hurricane Katrina Impact
Two weeks prior to the Houston show date
When the mayor of Houston announced that all events were postponed in the month of September, TASB/TASA exhibitors and attendees assumed this applied to them. Despite constant website updates and email announcements to the contrary, attendees began to cancel registrations en masse. The war zone shifted to TASB/TASA offices as the phones began to ring. The association management team was resolved that the conference would not be canceled, as event staff went ahead with show plans.
The shuttle buses used to move people back and forth from the hotel and the convention became a challenge as every available bus in Houston was sent to New Orleans. Hotel reservations were a headache as evacuees arrived. The conference shifted to another part of the convention center as New Orleans residents would occupy some of the convention center. The show floor had to be redesigned as floor space changed.
Hurricane Rita Appears
One week prior to the Houston show date
Despite the difficulties, TASB/TASA staff was ready to launch their annual conference. The hotel key covers had been shipped to Houston. The conference programs were printed and had arrived in Austin. The decorating company had started marking the redesigned floors. The lead retrieval solution, introduced for the first time, was finally in place. Bar codes for the name badges were finalized. Exhibitor freight had started to arrive. The event staff was ready to travel to Houston the next day.
Then Hurricane Rita appeared in the Gulf of Mexico. It was at this point that TASB Exposition Manager Tammy Srubar realized that the nightmare was only beginning.
Postponement
Three days prior to the Houston show date
Hurricane Rita was barreling toward the Texas coast and no one could tell where it would make landfall. Computer models were signaling that Houston would be affected. Attendees and exhibitors who were still planning to attend were anxious to hear whether the show was going to be cancelled. As the city of Houston began to be evacuated, show management decided to look for other dates in Houston, Austin, San Antonio or Dallas.
Rescheduled to Dallas
Three days after the Houston show date
Dallas was available in the near future and the dates were changed to use the Dallas facility. Now the work began as every aspect of the event had to be rescheduled, re-planned, and redone, within thirty days. Exhibitor kits had to be replaced.
Exhibitor focus was on the new dates and travel arrangements, freight rerouting, and booth locations on a trade show floor that was in constant change.
Author: Stephen Nold
Published on: 11/25/2006
Vendors referenced: None
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