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 and force majeure provisions; 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 contracts to reduce or eliminate attrition 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 cybercaf√© hours
  • Encouraged casual attire to help limit carry-on luggage
  • Developed an on-site emergency management plan