Confessions of an Event Planner: Case Studies From the Real World of Events--How to Handle the Unexpected and How to Be a Master of Discretion (7 page)

The meeting room exploded with enthusiasm when the guys found out that they were scheduled for a play day designed to enjoy their location to the fullest and would not be spending the day locked up in a meeting room. Talk about a burst of energy. We went over the details of the rally, and told them that a clock-in party would be happening at the hotel at 4:00 p.m. followed by volleyball, a great high-energy band for listening—not dancing to—and a beach barbecue. Found it funny that no one even mentioned the mode of transportation. Seems they thought they would be going by minivans and we sure didn’t tell them otherwise. They were in for another surprise.

The local staff had been hard at work since early morning, ferrying very expensive luxury convertibles to the hotel parking lot. They had been brought down from Miami yesterday and kept out of sight so as not to give anything away. It was important that the convertibles be of the same make and year and in pristine condition. They gleamed. They were all lined up in perfect formation—great for a group photo—with the exception of one old, beat up, dirty convertible parked right in their midst, which spoiled the whole effect. That, of course, would never do! We finally determined, through the rental car agency, that the convertible belonged to a hotel guest. We woke him up to get his keys so the convertible could be moved away from ours. Guess he thought this was the place to park convertibles, never mind all the other empty spots, and judging from his parking job he too must have been out partying last night. The gentleman was not at all pleased about being woken up by the hotel staff but grudgingly allowed them to come to his room for the car keys to move it for him. I sent a continental breakfast tray up to his room as a thank-you. It was much easier than having his car physically towed out of the way as Dee Dee had proposed. If he hadn’t agreed, though, that would’ve been our next course of action. I knew, as we all did, that this photograph would be the “money shot” that would help to get those left behind excited about attending next year and we were not about to let one beat-up convertible spoil that image.

I couldn’t wait to see the looks on their faces when they walked outside and saw the convertibles gleaming in the sunshine. The company execs advised them that they would not be taking part in the day’s activities as they would be having their own meeting today, but said they’d meet them back at the hospitality suite for the clock-in party and drinks. Another cheer.

After they finished all the paperwork and breakfast came to an end, we gave them ten minutes to go back to their room, drop off any pens and notepads and meet us in the lobby where we’d give them each a different route with the same checkpoints in a different order. We wanted to make sure we had everyone present before we took them outside. They were sooo excited to see what would happen next. The photographer we’d hired to take candid shots and then a group photograph was ready and waiting.

This group of macho men dissolved into little boys in a candy store when they rounded the corner and saw the top-of-the-line convertibles waiting for them. The morning had barely started and they were well on their way to having a great day.

I felt pretty certain that we’d have the rally under control. I had ensured that the hospitality desk would be staffed all day in case any calls came in for assistance. The checkpoints were in place and local staff was overseeing them. Dee Dee and I set out in our own convertible to do the advance on the restaurant for lunch to make sure all was in order when the guys started to arrive. Local staff would be meeting us there to take over and we would head back to the hotel to make sure that all was in place for the check-in party and beach barbecue party.

Dee Dee likes to drive so she slipped into the driver’s seat with glee. It was such a beautiful day to be out driving around with the top down. I had, however, forgotten about Dee Dee’s heavy foot on the pedal. We were lucky on the drive out to avoid a speed trap and a second one that they had positioned just down from the first in the hopes that drivers who had counted themselves lucky to have escaped the first might get caught in the second. It was a good ploy and I think the only thing that saved us was that they were both busy with other cars they had pulled over!

The scenery was great. The guys are sure to have good memories to take away from today. The checkpoints that we stopped by said that everyone was having a good time and seemed on their best behavior, which could be interpreted as “we didn’t see any beer in the cars.” We headed over to the restaurant and they were ready and waiting for the group to arrive, carload by carload. We had a fair amount of time to ourselves so we were able to relax, have a late breakfast and review tomorrow’s departure procedures. The staff at the hospitality desk was working on bag pull lists and departure notices that would be delivered and waiting in each guestroom when the guys got back.

Heading back to the hotel, Dee Dee’s heavy foot ended up in getting us pulled over. I won’t be letting her live that one down any time soon. There we sat in the morning sun getting ticketed as some of our guys in the convertibles drove by on the other side of the road. Sure enough, they spotted us. They waved and called out to Dee Dee, who laughingly told them she was just showing them what would happen if they sped. I wasn’t laughing.

3:30 p.m. Everything is in place for the guys’ arrival back. Just like last night I’m sure we’ll hear them before we see them. I am certain that the “no drinking in the car or having drinks en route” rule was violated long ago.

Huge corkboards have been set up to post each group’s photos for judging. Since they’re earning extra points for creativity, I’m confident that we’ll be seeing some unusual photos. As far as I know everything’s been going okay. We’ve received no calls for help or calls from the sheriff’s office, which is a good sign after the attempt to rent chain saws last night, and I’m still a little on edge. I’ve encountered many things on-site but renting chain saws and going so far as to buy shovels and the like to rearrange the landscaping at the hotel is a first. The bubble bath and soap to put in the fountains or swimming pool . . . well, that’s a “been there, handled that one before” item on the list of what to be prepared for. As for the chain saws, I had to give it to the guys. That was a new one to be added to the list.

Just as predicted the convertible car rally stimulated the guys’ creative juices and the spirit of competition. One team, intent on bringing in the best photo of a specific bird’s nest found in the Keys, actually rented a four-seater plane to go up in and take an aerial shot of the nest. I was amazed at the length they went to and their ingenuity. They stood alone on delivering a creative shot of that requirement. No one else topped renting a plane just to take one photograph. However, when it came to certain other required photographs, the theory that great minds think alike was proven (these are all top company performers, after all). I can’t imagine what the poor girl who worked in a coin-operated laundry was telling her family about her day at work this evening. Apparently, all 50 men stopped by this one coin-operated laundry and posed nude, save a small box of soap held strategically in place. Some actually posed nude inside or half-inside the dryer, sitting on washing machines or in some other very interesting pose. And yet, we had not one complaint from the storeowner or employee and neither did the local staff manning the checkpoints. Fifty men bringing in their trousers for laundering is one thing. Fifty men dropping their trousers and running around posing in the nude is another. Man, I hope she had been forewarned. She either played along, thought it was a hoot or is still sitting there in shock. The photos escalated from there. And yes, there had been drinking involved but the drivers swore that they had not partaken. Of course, they were more than ready to make up for it now.

The rest of the night was a blast. The guys partied hard but stayed on property as far as we could tell. Night volleyball on the beach was a hit. They were out to have a good time and to win. They devoured mounds of fresh lobster, shrimp and steaks. The band was terrific and revved them up. The night staff jokingly said that they forgave all past misbehavior, but I noticed that security on the resort was more than doubled tonight. And Mr. Instigator even had his arm around the head of security before the end of the evening. They were now best buddies. The guys tore up the night but in a good way. They’re finally starting to get mellow in Margaritaville and it’s time to leave. Tomorrow they might be hurting and hungover, but tonight was boys’ night and a time to celebrate. The corporate execs have loved every minute of it, and while they raised their eyebrows at the naked soapsuds pictures—ah yes, the guys did finally find a way to have fun with foam—I think they’re very happy with the bond and the competitive camaraderie that’s developed among their top sales members. They pulled me aside tonight and asked what we can do to top this next year. Right now I don’t even want to think about that.

DECEMBER 17

We’re standing in Miami Airport now and the scene is not pretty. Fifty grown men just realized that they are moments away from boarding their final plane home and not one of them has bought a gift for their wife or children waiting to greet them at the airport. One man, Mr. Pranked, had tears in his eyes when the thought first hit him. He was the one that actually set them all off in panic mode. Fortunately for them, Miami Airport has shopping for all age groups available, but the minutes are ticking. I see that some of the guys are returning now with arms laden, but many of the goods have “Miami” printed on them, not “Key West.” Should be interesting to hear their explanations.

Unfortunately, I did end up in a position to hear the explanations. Dee Dee, the rest of the program directors and I had picked up our bags, cleared customs and were waiting outside to make sure that no one had lost their luggage. We were standing in the middle of the guys and being introduced to their family members who had come to the airport to pick them up. Tall tales were being told about day and night meetings and particularly hard to hear was how much one man had missed his wife—this was the same “gentleman” who had been having sex openly on the hotel grounds. Sadly, this was the sentiment I was hearing all around me, but I know full well that it was only hours before that they were scrambling madly around the airport in search of a gift, just remembering their loved ones for the first time in days. We were laughingly scolded by the wives and lovers for working their men too hard . . . just look at how exhausted they all seem.

That’s when this job is hardest. Standing still, saying nothing, but knowing the truth. Being a master of discretion is what it is all about. But it didn’t stop Dee Dee from reaching over and pretending to wipe something off of Mr. Instigator’s cheek and remarking on how it looks like he left some soap behind—long pause—when he was shaving. I have to admit the startled look on his face was priceless. He looked like a kid caught with his hand in a cookie jar. Our job for this program is done. Ah yes, it is a glamorous life we lead, or so it is perceived. Well, maybe it is sometimes, but this wasn’t one of the times. This was more like running a summer weekend camp where boys are encouraged to be boys. I am beat.