Free 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 Page B

from one year to another to enhance the bottom line, with company principals maintaining that they were not informed of such practices). Discuss possible company policies, procedures and protocol in handling unethical event planning requests—financial, moral and otherwise. (Special note: Examples of other unethical event planning requests and how to handle them can be found in Event Planning Ethics and Etiquette .)
    Social Host Legal Responsibility
    Q: What can be done when guests go wild, or how can you stop them before anything disreputable happens?
    A: As with any event, you do what you can to ensure guest security and safety. There are times when you will be required to step in and protect guests personally, physically and professionally from hurting more than their own reputation, but you need to know from a legal standpoint where, when and how to do it without compromising yourself and your company and your client and their company.
    It is imperative to remember the role that you are paid to play. You are not there to baby-sit them, to police them or to be their newest BFF (best friend forever), as was the case where one event planning sales rep decided to join his client’s participants in a rowdy naked pool party instead of trying to get the situation—with the help of hotel security—under control. The sales rep lost future business with that client for letting himself become a part of the group instead of being the professional paid to run the group event and be responsible for ensuring that everything possible was being done to show social host responsibility and ensure that no guests came to harm. You can discreetly bring in bartenders to manage a hospitality suite so it doesn’t become a free-for-all. This legal safeguard retains control of how heavily drinks are being poured and makes sure that no one becomes too intoxicated.
    It is important to know where to draw the line in order to adhere to your company’s legal requirements and to discuss with your client in advance what measures, from their company’s legal perspective, they will need on-site event planning staff to take. For example, your client may request that a senior staff member of their company be notified immediately of any unlawful incidents, destruction of property, or injury.
Assignment
Throughout the chapter there are instances of guest behavior gone wild that could have had legal, safety and security ramifications for the individual, their company, the event planning company and even their suppliers (e.g., if drinking had been permitted at the convertible car rally lunch stop instead of being scheduled for the clock-in party back at the resort). Discuss the various event planning ABC measures that were put into place, what was done, what worked and what didn’t, as well as other preventive solutions that in event hindsight (usually identified in a post-event debriefing) might have been more successful. For example, perhaps a resort that was not as isolated, or a different high-energy destination such as Las Vegas, would have been a better location choice for an all-male sales group. There, they could have blown off steam in a more contained environment at night with more activities—gaming, entertainment and sports—to burn up their energy. (Special note: The Special Events Advisor: A Business and Legal Guide for Event Professionals [Wiley] by David Sorin JD, CSEP, an attorney and consultant to companies in the special events industry, has a chapter on event planning legal issues.)
    Awards Dinners
    Q: What would be a reason for moving an awards dinner from the final night to the middle of the event program?
     
     
    A: For out-of-state, -province and -country events, the final day is usually spent packing, trying to fit in last-minute shopping and doing final event wrap-up preparation. Return transfers can start quite early, depending on airline and security check-in procedures, and you will find that some guests tend to leave the