Castle in Atlanta

VP Philip Hauserman will discuss free speech and campus unrest at the National Association of College and University Attorneys' winter workshop in New Orleans.

Supporting the Business Community

Castle will join Boston business leaders at the Boston Chamber of Commerce's 2018 Pinnacle Awards on January 26 to honor 10 of the City's most outstanding female executives, including client Alison Nolan, principal of Boston Harbor Cruises

Sandy will once again serve as a volunteer mentor at the Boston Business Journal's Mentoring Mondaywhere attendees have one-on-one coaching sessions with some of the most influential women in the Boston community. 

Welcome Kelsey!

Kelsey Klaczyk , our public relations intern for spring 2018, is a junior at Simmons College, majoring in public relations and marketing communication. Kelsey supports our busy team with research, news monitoring and social media.

The Public Relations Global Network, our prestigious international network of affiliated independent public relations firms, announced the results of its most recent media survey. One key finding was the increased pressure felt by reporters to produce multimedia stories and perform well on social media. To view the full media survey results, visit the PRGN website.

Congratulations Sandy!

We're proud to announce that Sandy has recently been recognized with three national and regional awards and honors: Enterprising Women's 2017 Women of the Year award; Women's Enterprise Top Female CEOs of 2017; and the Tomorrow's Women Today  2017 Woman of the Year award.

Castle Outside of 
the Office

Sandy and VP Carole McFall will discuss reactive vs. proactive higher education communications strategies at the Council for Advancement and Support of Education (CASE) District I annual conference  in Boston.

Sandy is speaking on the importance of communications and transparency when addressing student safety issues at the  National Association of Independent Schools annual conference in Atlanta.

In  Inside Higher Ed, Carole McFall explains why so many colleges and universities are getting it wrong when they respond to controversial issues on campus. Carole also spoke with  NPR's "Morning Edition" about the need for organizations across all industries to reexamine their sexual harassment policies.

Sandy offered insight on leadership, effective management, and powerful communication strategies to women participating in  The Commonwealth Institute Strategies for Success program.

Welcome New Clients
Castle is working with long-time client Eos Foundation  to raise awareness around its Massachusetts women's initiative. Our crisis communications team has recently been engaged by universities in Massachusetts and New York, and independent schools in Massachusetts and Alabama.

Planning for the Unexpected: Five Best Practices for Risk Management
By Keri McIntosh, Senior Vice President, Events, CMP

As event planners, we're always managing large groups of people in a global environment that's constantly shifting and evolving, so we must always pay attention to safety and security. Recent events--natural disasters, global health issues, terrorism and threats of nuclear war--have heightened the awareness of travel-related risks.

We work with many global clients across industries--including IT, financial services, consumer products and biotech--to plan sales conferences, meetings, incentives and other events around the globe. While not every event has a travel component, those that do have more potential complications to consider. Now more than ever, it's important to factor these risks into event planning.

Here are five risk management best practices to consider when planning an event:

1) Have a Plan:  It's so obvious that it's sometimes overlooked: the first step in contingency planning is to have a plan. Every company typically has its own internal protocol for emergencies. We need to know the chain of command, engage the correct team players and follow all existing procedures. It's also necessary to devise event-specific plans based on the location and key personnel. This includes hotel/venue safety, security and evacuation procedures for various emergency scenarios (such as hurricane, fire, medical emergency), building maps, and locations and phone numbers of the nearest medical facilities and urgent care centers. All team members, including executives and vendors, must understand their roles and escalation procedures. Local police and fire departments may also be engaged as part of the planning process.
2) Know Your Group: What is the size of your group? Does your group include children? Are they local or traveling from all over the world? The larger the group and more varied the participants' demographics, the more complex contingency planning becomes. It's important to collect contact information from each guest, including email addresses and mobile numbers, as part of the registration process so we can communicate updates, messages and/or text alerts in the event of an emergency. It's also good practice, especially when air travel is involved, to ask for attendees' emergency contact information.

Being here in Hawaii and experiencing the recent false missile alert made me painfully aware of just how damaging incorrect information and human error can be. It goes without saying that all messages must be carefully evaluated prior to distribution. 
3) Know Your Destination: It's important to understand the infrastructure of the destination even when the event is in your own backyard. How close is the airport to the event? Does the venue have an emergency backup power system or generators? Are hotel employees CPR certified? How many vehicles and what sizes are available from your transportation partner? Knowing the answers to these questions allows us to build an effective contingency/emergency plan of action (see No. 1).

For example, if flights are cancelled, are there trains, cars or buses available? Is the hotel sold out over program dates or can it accommodate potentially stranded guests? If not, what nearby properties are available? Be sure to have a plan B, C and D so you are prepared if something goes wrong.  

4) Find Partners You Can Trust: In an emergency, minutes matter. Having experienced, trusted partners you can rely on is critical--especially when it comes to risk management. When planning a program outside of your local area, vet suppliers by seeking referrals from industry colleagues, ask local convention and/or travel bureaus and hotel management teams for recommendations, and solicit feedback from suppliers' past clients.
Take time to ensure that all vendors and properties you're working with have the proper certificates of insurance/coverage, permits and that you are in compliance with the local laws and regulations. You wouldn't want your Welcome Reception on the beach to get shut down because you forgot to obtain the proper permits!
5) Budget for Contingency Plans: A contingency budget is always a good idea. Unforeseen events happen. They may not be catastrophic, but even something like lost luggage or a property without hot water can become a much bigger problem, especially with social media. Having money in the budget to host people at a local spa (for hot showers and pampering) or to offer a gift card for clothing purchases (to make up for lost luggage) will help ease the inconvenience. At the end of the day, a successful program is one that people walk away from with a positive experience--this is especially true if an unforeseen situation occurs.

With any event, no matter the size or location, there's always a chance that something could go wrong, but a solid contingency plan will give you the best opportunity to keep your event on track and your guests and clients happy. 

Castle Events Around the World

Castle's events division plans and executes events here in Boston, in our Maui and Atlanta locations--and around the world. In 2017, our events team traveled to Croatia, Japan, Switzerland, Hawaii, Florida, Texas and Washington, D.C., among other places, to manage events for our global clients.

We kicked off 2018 with two events in January: a five-day, 1,000-person corporate sales kickoff meeting in Orlando for a multinational IT firm specializing in CRM software, and a five-day, 1,200-person sales conference in Austin for one of the nation's largest software and hardware resellers. Our team continues its travels in February with back-to-back events: the Ocean Spray Annual Growers Meeting, a five-day event on Marco Island, Florida, and a three-day roundtable in Half Moon Bay, California.

Client News
Expert Commentary
Parenting Journey  Executive Director Imari Paris Jeffries was on  NECN's "The Take," discussing the role of parenting in the substance use recovery process. Parenting Journey's Sobering Parenting program was also featured in January's Bay State Parent

Feature Coverage
Dr. Michael Jaff, president of Newton-Wellesley Hospital, was profiled in the Boston Business Journal . He commented on the importance of community hospitals and need for innovation. Newton-Wellesley Hospital was also featured in The Boston Globe's Bold Types column  where Vice President John Looney discussed the hospital's new brand campaign.

Unique holiday gifts from the USS Constitution Museum Store  were featured in a number of national and regional holiday gift guides, including City Living Boston , Side Tracked Travel Blog  and Coin Update .

Business News
Congratulations to Alison Nolan, principal of Boston Harbor Cruises , on her Boston Chamber of Commerce 2018 Pinnacle Award  for her achievements in entrepreneurship.

UG2 has won the facilities management contract for  Cornell Tech , the new technology-focused campus of Cornell University located in New York City. The news was featured in trade publications Facility Executive Magazine, New England Facilities Development News and FM Link.

You're receiving this email because of your relationship with  The Castle Group. To ensure that you continue to receive our emails, please add to your address book today. 

You may  unsubscribe  here if you no longer wish to receive our emails. We hope you won't want to! 



 sandy   wendy

Sandy Lish             Wendy Spivak

Principal/Founder   Principal/Founder