You are running a conference for 300 attendees in Whistler, British Columbia for a technology software company. The hotel you chose is the Four Seasons. The conference is in the high season at Whistler in

March. They have chosen March to try to avoid large snowstorms

You have worked with Carlson Wagonlit when booking flights for guests. The airline of choice is Air Canada. You have arranged for Shuttles from the Vancouver airport to Whistler Village with drop off at The Four Seasons Hotel. You have also arranged for the departure shuttles back to the Vancouver airport at the end of the conterence.

The Local DMC from Vancouver has helped you with booking your shuttles from Vancouver to Whistler

and back to vancouver Tor departure Tients.

You have an excel file of all your guests listed alphabetically with emails and cell numbers. This list is broken into arrival and departure times as well as the list of guests on each bus shuttle to the Hotel. This

list is broken into departure times for each bus

Because the client hosting this conference is a tech company, they insisted on having an App to communicate all conference details before and during the conference. They have asked all delegates attending he conference to download the App.

There will be 300 attendees arriving on Tuesday for a 3-day conference, ending on Friday morning with a breaktast wrap up in a plenary session.

THE CONFERENCE ITINERARY:

Tuesday:

8:00 a.m. - 12:00 noon Shuttles arrive from Airport in Vancouver. Local guests will drive in on own

12:00 p.m. - 1:00 p.m. Guests arrive registration.

2:00 p.m. - 4:30 p.m. Welcome session with Company President

Key not speaker, Sheryl Sandberg V.P of Facebook, to set the theme for the

conterence

4:30 0.m. -6:30 p.m.

Free time

6:30 - 10:00 p.m.

Dinner and annual awards in Ballroom -Four Seasons Hotel

Wednesday:

9:00 a.m. - 12:00 p.m. Concurrent sessions in Conference Centre

12:00 p.m. - 1:30 p.m. Ballroom Buffet style

1:30 p.m.-4:00 p.m.

Team Builder within the downtown Whistler area. (Scavenger Hunt)

4:00 p.m.-5:00 p.m.

Wrap up of team builder in Ballroom

5:00 p.m.

Free night

Thursday:

8:00 a.m. - 9:00 a.m.

Breaktast at the top of Whistler, Peak Restaurant.

Gondola booked for guests to get to the Restaurant at main base on the

Mountain

Optional Choices:

Guided Ski tour of Whistler and BlackComb or Tour of Aboriginal Cultural Centre and Museum.

12:00 p.m. - 1:30 p.m. All attendees meet for lunch at the Aboriginal Cultural Centre and Museum in

downtown Whistler. Walking distance.

2:30 p.m.-5:00 p.m.

Plenary session of speakers back at Four Seasons Hotel Conference centre

5:00 p.m.-6:30 p.m.

Free time.

6:30 p.m _9:00 p.m

Casual Fireside B.B.Q dinner on outdoor patio (patio has heaters) which is open into the large bar area of the Hotel Lobby space. The entire area is booked for your group.

Jazz quartet booked to play during dinner

Friday:

8:00 a.m.-9:00 a.m.

Breakfast in ballroom -Buffet

9:00 a.m. -11:00 a.m.

Closing session with President.

11:00 a.m.

Check out and airport shuttles depart from Four Seasons Hotel to Vancouver

Airport

PLEASE ANSWER THE FOLLOWING QUESTIONS

Your event planning team has arrived in Whistler on the Sunday before the event, which allows 2 days to put plans into place and have your final meeting with the Hotel.

You have been checking the weather forecast, and discover some disturbing news. The Whistler region will be expecting a large snowstorm with heavy flurries on Tuesday and into Wednesday. This is great news for the local skiers but for your guests arriving into the region from all over Canada, this presents a large risk for you to manage.

1. What does it mean to mitigate the risks of this event?
2. Explain 5 ways this storm will effect the outcomes of the contracts you hold with each vendor?

(5 marks)

1. What are the first 5 risk management steps you would take? (5 marks)
2. Explain exactly what you would ask your contacts from each area, The CB, Hotel Manager, App Provider Manager, Air Canada Contact, and Bus Line Contact. (10 marks)
3. What changes you consider making to the itinerary provided? (10 marks)
4. Do you consider cancelling the event? If you say yes, how would you go about cancelling it? If you cancel, explain your reasons why?. If you do not cancel, explain the reasons why? (5 marks)

Now that you know the potential risks you are facing. Place them into your Risk chart and rate each of Look at the example of the chart provided to you under Content, Week 10: Risk Management Assessment Form.

Complete both forms. 1 Risk Management. List Risks with ratings for each

2. Risk Control Plan.