HYBRID SOLUTIONS FOR NAVIGATING THE CROWDSTRIKE OUTAGE

Organizing a successful event comes with challenges under the best circumstances. When unexpected disruptions occur, it truly tests a team's ability to adapt and innovate. On July 19, 2024, cybersecurity firm CrowdStrike released a flawed update to its Falcon Sensor security software, resulting in extensive issues for Microsoft Windows computers utilizing the software. 

The CrowdStrike outage caused widespread travel delays by grounding flights, which significantly impacted attendees' travel plans for an Investigators’ Meeting the Scout Meetings team arranged in Washington, D.C. This disruption required immediate action from Scout to accommodate affected attendees and ensure the meeting could proceed effectively. 

Read on to see how Scout's resilience and flexibility in the face of travel disruptions ultimately turned a potential crisis into a success story. 

Event Overview & Challenges 

This Investigators’ Meeting focused on a global drug study for a rare disease and drew attendees from seven different countries. It aimed to foster collaboration and share critical updates among key stakeholders. 

The CrowdStrike disruption occurred on the main arrival day, grounding flights and significantly impacting our attendees' travel plans. This unexpected challenge required an immediate response from our team. We quickly assessed the impact, determining which attendees might make it and who would likely be canceled.  

Coordination with travel agents and providing additional resources to affected attendees ensured they had the support needed. Throughout the day, our Project Manager maintained constant communication with clients via cell phone, providing regular updates and reassurances. 

Decision to Pivot to Hybrid 

With a clear picture of the cancellations, Scout worked with our audio-visual partner to evaluate available equipment and assess the additional cost of supporting a hybrid meeting. We had to think on our feet and make decisions swiftly.  

Upon client approval, we communicated the virtual option to those unable to attend in person. Virtual speakers were onboarded early to test their equipment and resolve any technical issues ahead of time. The ability to pivot to a hybrid format, though anxiety-inducing, ensured that the meeting’s objectives could still be met. 

Technical and Logistical Execution 

Flexibility and proactive planning were key. Our audio-visual partner brought a camera, which allowed us to add a virtual component so online attendees could see live presentations. Zoom was also integrated for speakers presenting virtually, enabling both in-person attendees to see virtual speakers and vice versa, fostering a cohesive experience. 

Scout’s team arrived a day early to set up and plan for contingencies. Despite the last-minute changes, there were no technical issues, and the team was prepared for a successful session the following day. Ensuring high engagement levels from both in-person and virtual attendees was crucial. Scout’s seamless integration of technology like the camera and Zoom facilitated active participation. The setup allowed for dynamic interaction between the two groups, making everyone feel included and engaged. 

Outcomes and Impact 

Participants appreciated Scout's responsiveness and communication during the travel disruptions. Those who experienced travel issues were grateful for how travel agents responded and how communicative Scout was throughout the process. The ability to pivot to a hybrid format significantly reduced client stress by avoiding the need to find new presenters. Virtual presenters were particularly pleased to join remotely, ensuring continuity and expertise in the sessions. 

Positive feedback from clients validated Scout's efforts. One client gratefully reached out to Scout Program Manager Avery DeHaven via email: 

"I just wanted to say thank you for everything with our IM. After the craziness of Friday and the systems going down – your team's reaction with having the remote option available for the persons who dialed in was very much appreciated. Thank you for all you did – it was truly a very successful and engaged IM. You are fabulous!" 

This acknowledgment reinforced that the Scout team managed the situation well despite its challenges. 

Lessons Learned and Future Insights 

Reflecting on this experience, it’s clear that maintaining flexibility and robust communication channels are essential. Our advice to other organizations facing similar challenges is simple. London-based EVP of Meeting Operations, Saimah Awan, summed it up perfectly: “Keep calm and carry on!”  

Hybrid meetings are becoming more popular and are expected to become a standard practice. They offer accessibility and accommodation, making them an excellent option for future events. As hybrid events continue to evolve, they will undoubtedly become a cornerstone of effective and inclusive meetings in our industry. To explore Scout’s innovative solutions for impactful, efficient meetings across a variety of formats, click here to learn more!  

The CrowdStrike outage tested our ability to adapt under pressure, and Scout rose to the occasion with agility and innovation. By swiftly pivoting to a hybrid format and maintaining clear, consistent communication, we ensured that the Investigators' Meeting not only proceeded smoothly but also exceeded client expectations. 

This experience reinforced the growing importance of hybrid events in today's dynamic environment. They offer unmatched flexibility, inclusivity, and resilience, making them an essential strategy for future-proofing meetings and events. The positive feedback from clients and participants validated our efforts and demonstrated the value of a well-executed hybrid model. 

Scout remains dedicated to pushing the boundaries of event management, leveraging technology and creativity to deliver seamless and impactful experiences. If you're ready to explore how hybrid solutions can elevate your next event, click here to get started.