7 Ways to Keep Your Event Attendees Safe — Practicing Good Risk Management

Posted by Kevin Iwamoto on 08/13/2015

< Back to Blog

I had a fantastic time at Meeting Professionals International’s World Education Conference (MPI WEC) in San Francisco last week! It was great to connect with colleagues and get up to speed on the latest meeting planning and management trends.

Amid the conference buzz, I heard a lot of concern about ensuring the safety of employees at company meetings. That got me thinking about ways meeting planners can practice good risk management. After all, as much as we’d like to think that our meetings will go off without a hitch, all kinds of things can — and do — go wrong.

Be prepared! Consider these 7 ways to keep your employees safe – before, during and after your corporate event:

1.     Make sure your suppliers are safe. When sourcing for lodging for your event, ask hotels if they have hard-wired smoke detectors in every guest room, adequate emergency lighting, and locks on windows and doors. Ask them about levels of crime in surrounding neighborhoods. For car rental agencies, make sure your request for proposal (RFP) includes questions on safe driving features like GPS and electronic toll payment devices. Also, ask about the average age of vehicles in the fleet.

2.     Inform attendees about their destination — including information about security, health risks (such as local outbreaks of the flu), weather and transportation. This can be done  before the event in emails and via registration materials. Follow up and provide updates as the event nears — and even during the event.

3.     Limit the number of employees traveling on a single flight. While you may have this policy in place for senior executives, you may want to extend this practice to the rest of your employees. If you’re going to do this, make sure you have a process in place to monitor the number of people on booked flights. Appoint someone to be responsible to take corrective action.

4.     Mandate that attendees book through your designated travel agency, stay at approved hotels, and make purchases using your company’s corporate card — the better to track their whereabouts in case of an emergency. Request that travelers communicate check-ins, changes and delays.

5.     Alert employees about travel delays. Work with your travel agency to arrange mobile travel alerts for your employees. Having that information will enable them to make safe, smart choices for alternate travel.

6.     Know whom to call. If you subscribe to an emergency assistance provider, give corporate event attendees that service’s 24-hour hotline phone number and online link. Such services help with medical and travel assistance, security evacuations, kidnapping response and other emergencies.

7.     Track your travelers. Consider using software that enables you to monitor employees’ travel. Send them emails or text messages in case of an emergency or travel disruption.

There are plenty of risks in business travel. But by incorporating these best practices, meeting and event planners can make their attendees’ journeys a little safer.


Cvent and Lanyon Announce Merger

Posted by Lanyon on 11/29/2016

Cvent and Lanyon have merged


Lanyon Launches Smart Events Cloud 2016

Posted by Lanyon on 09/19/2016

Lanyon Launches Smart Events Cloud 2016


Meetings Today-Lanyon Launches Smart Events Cloud 2016-July 2016

Posted by Patrick Mendoza on 07/26/2016

Lanyon, a meetings and travel software company, released a new version of its Smart Events Cloud platform that features a number of significant enhancements, a simplified user interface and improved scalability.


Lanyon Launches New Functionality and Salesforce Integration for the Company's Smart Events Cloud®

Posted by Lanyon on 07/25/2016

New release delivers event ROI transparency for marketing teams


Lanyon Selected as Event technology Provider by Meeting Professionals International

Posted by Lanyon on 06/15/2016

Lanyon Selected as Event Technology Provider by Meeting Professionals International


Meetings and Conventions Magazine — 5 Tips to Make Your Event More Environmentally Friendly — May 2016

Posted by Lanyon Staff on 05/11/2016

Earth Day fell on April 22 this year. As happens every year, people from around the world agreed on that day to turn off lights, reflect on ways to make our planet cleaner and take steps to reduce waste. 
As we in this industry know, bringing together thousands of people can create a great deal of waste and emissions. However, we can make conscious decisions every day, at every event, to make sure we are doing all that we can to make our events environmentally friendly.

Read the original article here.


Lanyon Selected to Power GBTA’s Worldwide Events

Posted by Lanyon on 05/02/2016

Dallas, Texas (April 28, 2016) — Lanyon, a global leader in meetings, events and travel software, today announced that the Global Business Travel Association (GBTA) has selected the company’s RegOnline® software to power their global events. The agreement reinforces Lanyon’s commitment to provide best-in-class software to the association marketplace.


How Dreamforce Mastered Event Registration With Salesforce’s Scott Owens

Posted by Lanyon on 04/25/2016

Salesforce, the world’s leading CRM technology provider, is one of the most recognizable names in the tech industry. And with over 172,000 attendees, their flagship event, Dreamforce, is the largest software conference on Earth. They’re also a Lanyon customer.


PCMA Convene – 5 Tips to Max Out Your Mobile Event App – April 2016

Posted by Lanyon Staff on 04/11/2016

If you’ve attended an event, or even walked around any street recently, it’s a safe bet you saw a lot of folks walking around with their heads down, eyes trained on their smartphones, thumbs busily scrolling up and down their screens.

What’s so awesome about their phones? Most likely, they were engaged with an app. 


...read the original article here.


PREVIOUS   1|2|3|4|5|6|7|8|9 NEXT 
Mobile search icon Search