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Rolling with the punches - That’s what meeting planners do best!

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The end of the year is a time of reflection. And as I think about my career at AMPED, I am reminded of a number of fun and crazy adventures we’ve had while onsite at client events. No matter how big or small the meeting, there are always things that we handle quietly behind the scenes and attendees never know the wiser. Here’s a little trip down memory lane…

For starters, onsite registration numbers were higher than expected for a client meeting we held a few years ago in Scottsdale, AZ. It was the rush of registrants that arrived just before the opening reception that left us needing to replenish lanyards, badge sleeves and cardstock before registration re-opened bright and early the next day. After shuttling all 500+ attendees to the Heard Museum for the opening reception, another team member and I asked one of the bus drivers to take us to the nearest Office Depot. Keep in mind this was before the days of Uber! Just imagine a 56-passenger bus pulling in with only two people aboard desperate to restock, just minutes before closing! Meanwhile the rest of the team stayed back at the reception to make sure everything went flawlessly.

Or how about when you realize the name badges for a 600-person meeting have not been stuffed correctly and all need to be reassembled! This particular client had complex name badge requirements with color-coded sleeves, ribbons and even gems! We partnered with a vendor to print, stuff and ship the name badges. As we reviewed the shipment to make sure all was in order before registration opened, we realized about 20 badges in that everything was off my one. What else was there to do but un-stuff and re-stuff? That’s exactly what we did! Don’t worry, we later got a credit from the vendor for the inconvenience.

There are also times when the little things count — going the extra mile for even just a handful of attendees. Like the time an attendee was under the weather so we sent a care package to his guest room. Or the day that a spouse missed the bus for an afternoon tour so we arranged an Uber to get her where she needed to be. Or the yoga instructor who didn't show, so a colleague stepped in on a whim to lead a “chair yoga” session!

The list could go on and on. Can’t wait to see what 2018 has in store!

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Brittany Marsala Olson has a passion for being behind the scenes, perfecting the logistics of meetings and events for AMPED's international clients. Through relationship building, she continues to grow meeting attendance and boost sponsorship and exhibit sales.

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Guest Thursday, January 18, 2018

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