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Before - scoping and standard of service

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Before - scoping and standard of service

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Union issues / history of strikes

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Hotels: Avoid room cancellation policies outside of the norm (24 hours), look at force majeure closely.

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Hotels: Avoid room cancellation policies outside of the norm (24 hours), look at force majeure closely.

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Severe weather impacting flights throughout the year

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Severe weather impacting flights throughout the year

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Weather across the 12 month calendar:

Snow - NSLA forum (Jan)

Volcanic Ash - Partners for Rural Impact (April)

Tornadoes - Every Hour Counts conference (May)

Severe Storms - Texas OSTICON (May)

Hurricanes

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Severe allergic reactions to food/other (Ryan)

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Severe allergic reactions to food/other (Ryan)

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Triggers in content/experience - social emotional needs (PBL)

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Triggers in content/experience - social emotional needs (PBL)

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Immediate conversations with client to raise concern, probability, impact, options

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Immediate conversations with client to raise concern, probability, impact, options

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If a known travel issue approaching, discuss with key speakers: hybrid options and/or ability to come in early/leave late.

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If a known travel issue approaching, discuss with key speakers: hybrid options and/or ability to come in early/leave late.

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Avoid prolonged government shut down periods!

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Avoid prolonged government shut down periods!

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Early - Map dates, decisions, and communications (with team/client/participants) for the specific event

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Early - Map dates, decisions, and communications (with team/client/participants) for the specific event

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Impact to team, client, participant, and speaker travel (comfort and ability)

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Impact to team, client, participant, and speaker travel (comfort and ability)

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Barr NYC Site Visits (Mar)

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https://www.linkedin.com/groups/1843006/

https://www.linkedin.com/groups/60415/

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500 million+ members | Manage your professional identity. Build and engage with your professional network. Access knowledge, insights and opportunities.

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Planned abridged agendas for snow delay type situations.

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Planned abridged agendas for snow delay type situations.

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Prioritizing a hotel brand to gain loyalty/ability to transfer credits in case of event cancellations.

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Prioritizing a hotel brand to gain loyalty/ability to transfer credits in case of event cancellations.

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Closed airports; delays impacting broad travel; gov't closures

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Contagion outbreak (NSLA 2019)

Union activity/strikes (NSLA 2012)

Local protests or other activity that may impact participant attendance/security

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Plan with client around increased travel costs

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Plan with client around increased travel costs

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would they want TLA to pad the budget to account for increased costs (later bookings or cancellation/change fees) or do they agree to cover additional costs after the event if needed?

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PCMA

MPI

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school/district travel policies

state/local govt travel policies

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Forgiving cancellation policies

Refundable deposits (under certain circumstances)

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Other forms of emergencies that can take place during an in-person event

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Other forms of emergencies that can take place during an in-person event

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Look into programming to text all participants at the same time rather than by email.

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Depending on type of event and subject matter, there might be a need to hire outside security staff.

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Review run/fight/hide guidance with team. Be made aware of spaces where doors can be locked/barricaded in each event location.

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Prioritize locations that are easier to access (bigger airports, less weather disruptions?)

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Follow up with Gina

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Protocol

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Onsite security for participants / school violence

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Onsite security for participants / school violence

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Impacts to Major Airport throw off the system/grid

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Impacts to Major Airport throw off the system/grid

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Ideal force majeure

What to look out for

Standard of service - hotels undergoing reservations

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Do we need an on call comms firm for real-time needs?

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Do we need an on call comms firm for real-time needs?

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Look at Standards of Service and Contract Clauses at Hotels/Venues

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Look at Standards of Service and Contract Clauses at Hotels/Venues

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Hotel negotiation and example contract language folder

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Hotel negotiation and example contract language folder