In brief

CHALLENGE

Client had a meeting scheduled in Austin at the time of predicted severe weather.

SOLUTION

We monitored the hurricane path and provided relevant travel information to assist the client in making the decision to cancel the meeting or not. Ultimately, the client decided to cancel and we rebooked their meetings.

RESULT

We provided proactive solutions to travelers, easing the pain of the last-minute change, worked with airlines to obtain waivers, and secured $1M in refunds.

The details

Emergency-Ready

We proactively monitored the storm and once the client decided to cancel the meeting, we notified all attendees, canceled all attendees’ flights, and  re-booked the meetings.

There were 300 attendees who were already in Austin for a pre-meeting, and we rebooked their flights so that they could get out of town before the storm hit.

We also reached out to attendees scheduled to arrive on the day that the meeting had been canceled. Our first priority was addressing those who were already at the airport, ready to board flights and ensured that those travelers were aware of the cancellation.

The meeting’s main phone line was updated with information about the meeting being canceled and recordings were available for several weeks after with information about refunds.

Constant Communication

The meeting’s main phone line was updated with information about the meeting being canceled and recordings were available for several weeks after with information about refunds. Our on-site lead remained in constant communication with the client, providing proactive travel updates and notifications of when pre-meeting attendees were departing, as well as our after-hours team, so they were aware of the situation and could assist callers as needed.