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 (19 page)

The Barracuda knew she had been caught at her game and never made the same request again. She knew one way or another she would be thwarted from achieving her main objective, which was to be alone with BoyTroy and to make him into her personal boy toy. No chance of that ever happening. Having one of my staff, my company, my clients or their guests being thrown knowingly into a compromising position is not something that is ever going to happen under my supervision.

Starting out in the business, before I became savvy to the ways of the world, so to speak, I had found myself placed at personal and professional risk while entertaining business clients, who had a very different definition of the meaning of being entertained, while on-site or on a program. I remember how it felt as a novice one night in Europe, on a site inspection that I had taken alone with one of our top clients. I received a call from the inebriated company president telling me that he was on his way over to my room—he had obtained a key from the front desk—to make my last night in Portugal “memorable.” It was memorable all right. I ended up pushing the heavy armoire in front of my bedroom door so that I could sleep soundly. The next morning I spoke to the general manager of the hotel and told him what had taken place the night before, as I had found out it was the duty manager that had given my key out to my client in an effort to placate him. I don’t know if anything was ever done about it.

And another time I found that I had been set up to go on a private yacht cruise in the Greek isles (we were going to charter the boat for an exclusive executive retreat) alone with a company owner who had felt that one representative from our company—that would be me—would be sufficient. He had told me that his wife and another executive couple were going to accompany us, which was not the case nor had ever been the intention. A cozy tête-à-tête just for two at his company’s expense was the main objective; monkey business not company business was top of his mind.

So our tactical operation with The Barracuda was done in a blatant display of good business ethics, business etiquette and with business finesse in a way that was designed to protect the honor and personal and professional reputations of all involved. Along with saving BoyTroy from having to deal with unwanted advances, we were also protecting our client’s employee from embarrassing herself, and whether she wanted it or not, we did have her best interests, as well as our own, at heart. Note to self: Their company
really
needs to offer a mandatory refresher course on sexual harassment in the workplace; suggest that is added to their next company meeting that is scheduled to cover new company direction, policies and procedures because The Barracuda’s not the only one in that company who likes to work very hands-on. One of her male colleagues visiting our office once plopped himself down in Daniela’s lap without warning and draped his arm around her, trailing his fingers up and down her bare arms in what he thought was a suggestive manner. Said colleague was soon picking up his bruised ego, as well as himself, off of the floor as Daniela firmly scolded him for his inappropriate actions.

I’m actually arriving before our advance team, which will be on hand to supervise move-in; set up and oversee airport arrivals, transfers and hotel check-in; and be in place before BoyTroy arrives with his client’s top executives and their event assistants. I want to take the opportunity before everyone starts to arrive to check out a couple of new venues for future groups before getting caught up in the whirlwind of advance group preparation.

Bob, my favorite limousine driver in Tucson, as expected, was there on time to pick me up. It was so relaxing to settle into my limo.

This one had to be the longest and most lavish I had ever seen in the area and not a request that I had made—and it was white (DiamondDiva would have loved it!). Bob will be taking me around the next couple of days to do my touring and possibly on a post-program side road trip, done in event planning site inspection style, to Sedona to check out their luxury resorts and spas, as pampered well-being corporate getaways—mind, body and soul retreats—were a growing trend. The dramatic red rocks and nearby Grand Canyon would be an added draw, so Bob and I left catching up until then. Leaving the driving in Bob’s capable hands allowed me to focus on taking pictures and making creative theme and event design research and development notes.

I’m really looking forward to this program. It has a lot of moving parts so all of our most capable hands are coming together to pull off another creatively challenging program. The last two we had done for this client—one in the Bahamas and the other in L.A.—still had them and their industry buzzing. Creating and flawlessly executing one-of-a-kind, meaningful, memorable and magical special events is what we are known for around the world.

Everyone
loved
the one-day surprise employee appreciation event their company threw for them on their company’s 10-year anniversary celebration. All of their employees and their partners were whisked away in the middle of winter for a same-day tropical barbecue beach party. The plane ride down and back was wild. Everyone was in such high spirits from beginning till end. One minute they were up to their ankles in icy gray slush and in just a matter of hours were being totally pampered while relaxing on a pristine white beach surrounded by palm trees, playing in azure water, warmed by the sun, the rum and other liquid libations, eating good food, enjoying great entertainment and living. For many it was a daydream fantasy, a day in the sun, having fun in the middle of a deep winter freeze with someone they loved. Beats employee appreciation pizza and beer back in the office all to heck.

Their last incentive was a jaunt to L.A. when the Oscars were taking place. On their first night, their company took over the hotel’s penthouse presidential suite—which took up an entire floor and had a wraparound balcony that offered wonderful views of L.A. from all sides—and served up a decadent reception for their guests that was fit for Hollywood royalty and featured a private concert by a well-known entertainer.

They spent the second night on a film set making their own movie. They had a blast. The invitations to their evening’s event had been mock film clapperboards and at the film site all of the participant had a director’s chair with their name on it, which was shipped to their home when they returned. Professional makeup artists and stylists worked with the company’s incentive winners to get them ready for their starring roles, while their partners and spouses enjoyed food and drink from catered tables and helped the winners with their lines.

The next night, all of the guests were taken by stretch limousines (booked, contracted and deposits paid well in advance of the official Oscar date announcement, thanks to the expert help of our well-connected DMC, who knew when Oscar Night was scheduled to take place before it was even announced) to their farewell gala where they were greeted by their own red carpet, which was set for dramatic effect with six-foot pillars with flames burning up to 48 inches high lined up along the walkway. Screaming fans and paparazzi on hand to welcome them added to their delight in the festivities for celebrating winning their company’s top sales achievement award. During their reception, dinner and awards presentation, carefully edited live coverage of the Oscars was shown, with clips from the movies they had made the night before spliced in. Follow spotlights and live eye camera added to the excitement, as company winners made their way from their table to the stage to accept both their company’s highest award and a mock Oscar to remember the night and their starring performance. After the awards ceremony, guests had the limousines at their disposal for the rest of the night. With their statues in hand, they set out to enjoy a Hollywood night in true star fashion, and the stories that came back the next day swept through their company and industry.

They enjoyed every minute of their trip, basking in their “15 minutes of being a company superstar” fame and the cachet of their company once again celebrating their personal and professional successes by having staged something truly special for them that set them, their achievements and their company apart from their competition.

I looked down the list of this year’s attendees and smiled at some of the names. As always, the group had their resident bad boy. In this company’s case, Simon Oh was his name, or I should say “
Ohhhhh!!! Simon Ohhhhh!!!
as he never tired of introducing himself, remarking that that’s how “the ladies” usually say his name, alluding to his prowess in bed. Dee Dee rolls her eyes each and every time she hears him try to use his pickup line, but Simon is relatively harmless as bad boys go. For one couple, this will be their farewell incentive trip with this company, as they are retiring and turning their franchise business over to their daughter and son-in-law to run. It’s nice that all four of them are able to travel together this time so the beloved retiring dad and his wife could say their good-byes to their fellow colleagues and have the opportunity to proudly introduce them to their branch’s new owners, whom their peers had been hearing stories about for years.

The first night is going to be relatively light. Everyone will be tired from traveling and looking forward to some quiet time. A themed Mexican Fiesta reception on the hotel grounds is planned so that guests can make an appearance, have some drinks, sample some food, while background music plays, and feel free to leave as early or as late as they please after their company pres says a few words of welcome. With Mexico just 25 minutes away it’s a fitting welcome theme. The “heavy” (enough food to replace a dinner) Mexican hot and cold menu will include:

MUSHROOM CEVICHE ON CORN CHIPS

Grilled Cilantro Pesto Chicken with Ancho Chili Glaze

Black Bean and Corn Salsa in Blue Corn Masa Cups

Rock Shrimp with Pico de Gallo on Cucumber

Mini Beef Burritos

Black Bean and Vegetable Burritos

Goat Cheese and Chorizo Empanadas

Chicken Empanadas

Crispy Red Chili Chicken Strips

Crab Quesadillas with Asadero Cheese

BROILED CHICKEN WITH ANCHO CHILE AÏOLI

Rock Shrimp Ceviche in Mesa Corn Cups

Spicy Crab Salsa with Tomatillo Medallions

Vegetarian Tortilla Roll

Cilantro Meatballs

Asadero and Roasted Pepper Quesadillas

It will all be served with icy Mexican beers, margaritas and other tequila specialty drinks, along with a traditional open bar.

JANUARY 21

This morning, guests were to enjoy a fun Jeep rally, which had been designed to introduce them to the beauty of the desert up close and personal, and end up taking part in a city slicker cattle drive on horseback, learning techniques they could use to drive sales back in the office, promote teamwork and develop quick decision-making and organizational skills. Then they would break into a hearty packed lunch and be given a custom steam-fitted Stetson cowboy hat. For those who didn’t want to try horseback riding, other tie-in activities designed to impart the same learning lessons were going to be provided. At the end of the cattle drive, shuttle buses with beverages and snacks onboard would be waiting to take participants back to their resort in air-conditioned comfort.

Well, that was the plan at least. We failed to factor in Simon Oh and his band of mischief makers (all guys, some single and some who had opted not to take a partner on the trip) taking over a shuttle bus and trying to make a run for the Mexican border town of Nogales for some tequila shots, out-and-out frolicking, checking out the ladies of Nogales in their local strip bars and brothels, seeing the “Wet Dance” show they had heard about and investigating up close and personal not the desert beauty but the red light district, as the tearful staff member from the local DMC came to tell Dee Dee.

Trying
was the operative word. Don’t ask me how Dee Dee was able to cut them off at the pass. I did pass by once and overheard Dee Dee having a discussion with Simon about how Rocky Mountain Oysters or Prairie Oysters (fried calf and bull balls) are a delicacy and it would be her personal pleasure to have them prepared for him and his friends if he tried something like that again.