At an ASAE audioconference on September 21, Amiee Hickox, Academy of Managed Care Pharmacy, Alexandria, Va., outlined how AMCP decided whether or not to cancel a conference and exhibition scheduled for October 17 to 20 in Dallas.
AMCP considered the viability of a meeting that likely would have low attendance and cancellations from sponsors, exhibitors, and speakers. It looked at hotel performance obligations andprovisions; cancellation policies from major hotel chains; exclusions for war and terrorism in its insurance policy; and performance obligations with major suppliers.
AMCP decided not to cancel, but did make adjustments:
- Renegotiated to reduce or eliminate penalties for sleeping room and catering shortfalls
- Asked the hotel to waive the reservation cutoff date to further entice attendees to come to the meeting
- E-mailed attendees about the decision to continue
- Determined what the attendee registration and housing cancellation policy would be
- Provided alternative modes of transportation for staff
- Reduced guarantees with hotels if possible
- Modified room sets for a reduced attendee base
- Enhanced security
- Increased cybercafé hours
- Encouraged casual attire to help limit carry-on luggage
- Developed an on-site emergency management plan