self guided activity #2

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Oklahoma State University *

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317

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Communications

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Feb 20, 2024

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docx

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Uploaded by DukeGoldfinch4070

Case study discussion questions 1. Create a table listing the incidents of communication failure, who was responsible (Carly, Hannah, Shannon, Sloan, Stacey, and/or Becky), and why. For each incident, provide a brief explanation for how to improve communication, if possible . The first issue in my opinion was that when emailing Hannah Carly did not include the contract between TBDM and the client and did not add it to the comprehensive timeline. Only including the contract with the venue in the operator packet only became an issue because when Hannah did not know who was to be billed, she did not have a contract with the client and had to reference Red-Carpet Lounge’s contract. The next issue that came up was that after the dinner the client and attendees already appeared to be impaired, this is not something that Hannah could then fix but she should have been prepared and more aware of it instead of just brushing it off and ignoring it as they are headed to have more drinks. The next issue was the Sloan then had to leave the event early leaving Hannah alone to handle the rest of the night whereas they typically have two people staffed for this type of event. Becky who was the contact at the venue was also filling in for her coworker Stacey which Hannah was not aware of. Hannah once again in my opinion had a lapse in judgement when she quickly dismissed the fact that she could not find her client Shannon, she then decided to only start looking for her at 11:45 when the event is over at 12:00 by this time Shannon was overtly intoxicated and was of no help. Discussing the $50 charge for every 30 minutes that they stay later than the agreed upon 12:00am prior to the event and in the contract so that Hannah could have been aware of what to do in the scenario that they would like to stay later. Going back to the fact that Becky was filling in for the event she was not aware of who was contracted to pay the bill. This is the biggest sign that showed that someone at TBDM had made a mistake somewhere. The last attempt to control the situation is when Hannah tried the call Carly so that she could know if she was supposed to bill the credit card information that was on the contract since the contract did not state who was responsible. In my opinion all of the problems from the event go back to Carly who did not inform Hannah of everything and with that she did not even include all of the

information that could prove useful to Hannah. Stacey also did not affectively communicate everything to Becky which also proved to be an issue. 2. Discuss the role of a DMC in assisting a planner. Be sure to include what TBDM was hired to do for the client in this case in your response. DMC’s assist in booking the suppliers, and vendors and any other conference activities that they client is wanting to be a part of their event. The help to maximize the planner’s budget as well since they are the single contractor and serve as a one-payment source. Shannon is the meeting planner for Superior Medical Supplies and after using TBDM in the past for larger events she decided to use them again but for a smaller event this time. A group of only 25 people and the event is for medical supply salespeople to have the opportunity to wine and dine their potential buyers. The demographic of the buyers is middle-aged men who are predominantly medical doctors who own their own practice and are looking for new and improved medical supplies and equipment. 3. Discuss the Red-Carpet Lounge’s role as a supplier in this scenario. Be sure to discuss how a supplier should interact with the client when contracted by a DMC. The Red-Carpet Lounge as a supplier was contracted at the last minute through TBDM for the client. The supplier is expected to work through TBDM to relay any information to the client since TBDM is who they are technically contracted out to. 4. What are the risks when working on a program where alcohol is involved? Explain how to work with a client that is intoxicated, and how it can be prevented. Some of the risks are the attendees becoming too intoxicated and being uncooperative when it comes to the itinerary and what was agreed upon in the contract. One way to prevent a client from being too intoxicated during a program is to have all your employees be certified in the appropriate beverage for serving and handling alcohol, and people who have been drinking.

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