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American Meetings, Inc. An AMI Global Company

Force Majeure Case Study

Description of Client

Fortune 100 Pharmaceutical Company

Event Scope & Size

60 High level executive attendees

Services Rendered

Full Service Meeting Management including travel coordination

Budget

Six figure budget around $250,000.

The Challenge

On the main arrival day, after the majority of attendees had arrived for a 3 day Advisory Board meeting, a black out in Northeast occurred that affected the New York City area in 2003. AMI worked to rebooking travel for the entire and negotiated a replacement contract to a new meeting location. Many agencies may say that weather (hurricanes, snow storms, floods) are always an uncontrollable factor that throws meetings and events into a tailspin but those types of issues have always been accounted for and anticipated when we plan meetings and events depending on the geographic location and past weather patterns. Constant contact with venues, airlines, clients and attendees is crucial.

Solution

AMI immediately contacted the Four Seasons in Philadelphia and arranged for our ground transportation company to take all of our attendees a meeting location that was available and air conditioned. The project team worked tirelessly to ensure our attendees had their luggage removed from hotel rooms and transported with them to the new location. This proved difficult as many of the rooms were on floors 30 and above. We worked with our travel department to ensure departures were rerouted from their NYC airports to Philadelphia airport. All contracts had force majeure clauses protecting our client from incurring financial penalties.

Result & Impact

The meeting was able to continue with little disruption, and client was able to achieve meeting objectives.

Client Measure of Success

Critical data was able to be reviewed on the new product for the drug launch which was required by the FDA allowing for the launch to continue.

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Force Majeure Case Study

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