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

by Judy Allen

  Nothing out of the ordinary upon our return. It was still early but we all decided it would be a good idea to retire in case we were called out again in the middle of the night. Everything that could be done for tomorrow was in place and we would be ready to roll first thing in the morning.

  It’s 2:00 a.m. and I’m wide awake. I just called down to the front manager to see how things have been going. Only a few guests had returned; the rest should be along shortly, he imagined. Call me if you need me, I advised him. Trust me, I will, he replied dryly. He and the rest of the night staff weren’t too impressed with the naked pool party that had happened on their watch. Oh well, I did my part way back when, when I issued a mayhem alert. Something was up for either tonight or tomorrow. There was a definite undercurrent tonight of something being planned that wasn’t on our agenda.

  2:30 a.m. They’re back. And I didn’t need a call from the front desk to let me know. I was dressed, out the door and in the lobby in less than two minutes. I knew Dee Dee and the rest would soon be on my heels. Along with the other half of the hotel, too, complaining about the noise.

  The guys arrived carrying bags of party supplies and other items we couldn’t quite make out. Seeing us waiting for them, they tried to quiet down and maintain some sense of decorum. All they wanted, they said, was to take a late night swim and have a couple more drinks, and promised to keep the noise down. The night manager, against his better judgment, gave his OK but said that security would be overseeing their get-together and at the first noise or behavior infraction the pool would be closed.

  Doing a quick headcount, I noted that Mr. Instigator and his closest allies were missing. Could the boisterous arrival have been a planned distraction maneuver? We’d have to wait and see. There was no way we could go back to bed. The guys headed to their rooms with their purchases to change into their swimsuits and—short of asking to check packages—we had no idea what was in them. Somehow souvenir shopping didn’t seem likely. We soon found out.

  The night manager came racing out from the back room. One of the nearby bars thought they should give the hotel a heads-up that inquiries were being made by some of the guys as to where they could rent chain saws. Apparently there were plans afoot to do some landscaping at the hotel. The guys were ticked off—actually, stronger words were used—that their party last night was cut short. The informer had no idea whether or not they were successful in their quest.

  With this new information, who knew what could be in the bags and packages carried in. Shovels. Pruning shears. Gardening tools. Undaunted, unable to rent chain saws to cut the trees down around the pool that they thought afforded too much shade, they decided to transplant some of the flowering bushes around the property to give it a new look. Shovels and pruning shears, they also had reasoned, were quieter than chain saws. And they’d purchased tons of bubble bath for the pool and the Jacuzzis. After the last occurrence, we had asked that the maids prudently remove the bottles of bubble bath that had been placed in each guestroom so it would not be easily accessible on a drunken whim. So much for that plan.

  Out by the pool Mr. Instigator and his buddies had shown up. Also present were several of the same ladies from last night. No idea how long they have been on the property—or if they even left last night. They could have doubled back somehow. Note to self: Check room service and other room charge bills. Dee Dee was in her element and I let her be.

  The night manager warned about charges being laid if anything was damaged and he informed them that their actions could have serious consequences. They were lucky that someone had called to let the hotel know what was about to take place before any actual destruction had taken place. If they all immediately left the area, they were told, and went to their rooms, the authorities and corporate execs would not be called down to deal with this matter. With a show of false blustering bravo, Mr. Instigator told the guys to go to their rooms—this place wasn’t worth wasting their landscaping talents on. The guys quickly dispersed and headed to their rooms while we escorted their female friends to the front door of the hotel. Now we’re finally back in our rooms, trying to get some sleep before our early start.

  DECEMBER 16

  When we met up at the hospitality desk in what seemed like minutes later, Dee Dee groused that if we handle this client again, instead of a bowl of candy on the hospitality desk we should have a container filled with condoms done in the theme logo. On her way down for early setup she had seen a couple of women slipping out of rooms that she knew belonged to our guys and caught another attendee literally with his pants down, doing the deed with his “friend” in what they assumed was a secluded spot. Unfortunately, his shiny bare bottom had been made very visible by the light coming off of the decorative lamps set at ground level along the pathways. Hearing Dee Dee—she had deliberately made a sound to let them know she was there—they quickly stopped their clandestine activity, scrambled back into their clothes and said their good-byes, all the while receiving the full impact of Dee Dee’s disapproving stare. But better her stare than that of the company execs, who would soon be headed down this same path.

  Catching a married man carrying on in this manner, literally out in the open, without imposing consequences or at least a serious reprimand could carry company repercussions. I’m sure there’s no need to remind the corporate execs of that. They know that if the man’s wife were to find out what had transpired during a business meeting under their professional direction and sued for divorce, they could get tangled up in unpleasant court proceedings if it came out they had encouraged their employees to act out and provided the means to overindulge. This has happened before but not to their company, and they undoubtedly want to keep it that way. Their company image is built around family values and the media would have a field day if something like this got out. The company execs can close their eyes to the goings-on as long as they don’t see it take place right in front of them, which is why they’re retiring early each night. They want their guys to have fun, but as they had very clearly and often told us, they wanted to be able to claim plausible deniability.

  The corporate execs want to be seen as guys embracing guy-ness up to the point where it will affect their company’s bottom line and their jobs. They know that their company’s growth isn’t built by a sales force that embodies metrosexual sensibilities and embraces grande lattes, no-carb beer, facials, pedicures, chest waxing, fake-and-bake tans and designer wear. That’s not who they—or their customer base—are. Their sales team likes to get down and party, drink beer, make crude jokes and sexual innuendoes, compete with one another to lead the way in bad-boy antics and one-up one another while they’re away with their peers. And the corporate execs have been happy to design a program that enables said behavior if it translates into higher sales when the group returns back to the office. The couple Dee Dee’s path crossed probably had assumed that no one would be up and about that early except the hotel security guard making his rounds and they could pay him no mind. No doubt there have been more trysts going on around the property, being justified as “innocent fun” while out of town. It’s generally a given on these types of trips.

  As Dee Dee and I chatted, other indiscretions were brought to our attention. This morning’s planned activity meant that the program directors, hotel bellmen and local staff were all up and about much earlier than the guys had anticipated. Room service made surprise early morning room deliveries of continental breakfast trays with lots of hot steaming coffee in large thermos containers, fresh Florida orange juice, baskets of warm breakfast rolls and pastries, curls of creamy butter and assorted pots of peanut butter and jam to our guestrooms. Attendees were advised when they received their wake-up call that morning coffee was waiting for them outside their door. We figured that after a night of revelry it would be advisable to have food and coffee available first thing. A few bellmen received their own surprises as they encountered several amorous couples making out in the hallways with their assigned bodyguards—oops! I meant
roommates—either mumble-grumble-mumble occupied, or likewise inside the room or hopefully sound asleep—and alone—unaware of what was taking place outside their guest room doors. Guess we hadn’t successfully dispatched all of the female party attendees, or they made their way back on property somehow, avoiding the now very watchful eye of the hotel night staff.

  This morning everyone moved full-out to get everything in place before the guys headed down to the meeting room. More coffee, juice and muffins were set up outside the room to tide them over until breakfast was served. The meeting room was the launch point for today’s event, which was a car rally created to restore their competitive juices before they headed back into the office. Teams had been carefully selected and theme polo shirts placed in their survival kits, which had been tagged with each individual’s name. Until the survival kits were distributed and their shirts were put on, no one knew what team they were on. I love the element of surprise! Breakfast tables of four were set up so team members could strategize over breakfast and those who wanted to drive could fill out the appropriate car rental and insurance details and sign company waivers (as well as agree not to speed or drink and drive). We didn’t want to give the guys too much time to plot together, or give away what was happening today, which is why the survival bags were not delivered to their guestrooms the night before. We also didn’t want them to have the opportunity to switch team colors. They were on a specific team for a reason and we wanted to make sure that it stayed that way.

  Inside their survival bags, we had packed their team shirt, matching theme logo hat, a digital camera for each of them and Polaroid’s instant printer (both with the theme logo), sunscreen lotion, prepaid calling card in case of emergency, hotel telephone number, detailed road map, bottled water and various other items they would need for a fun day in the sun. The bags themselves were great. They were stitched with their company’s President Club for Top Sales logo and the year, and could double as a sports bag. These would definitely be used again and again, and would serve not only as free corporate advertising but also a reminder that they had all been inducted into the prestigious President’s Club last night at the awards presentation.

  We had set up checkpoints with refreshments along the way so that we could track when someone went missing or if anyone ran into car trouble. Beverages and snacks would be available at some, lunch would be held at a specific restaurant and ice cream and other frozen treats would be served at other spots. The rally was based on creativity and taking photographs of specific items on their list that would guide them around our designated route. We made it very clear that speed was not a determining factor in winning the rally, warning them that points would be taken away if they checked in back at the hotel too early and detailing the penalties if they were ticketed by the law.

  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’ arriva
l 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.