This page contains a Flash digital edition of a book.
• Ready, set, contingency plan. • Tips for combating weather challenges.


contingency or back up plan for weather related events, and this need is only elevated if all or part of your meeting is held out- doors. Well in advance you and the meeting sponsor should se- lect vendors and site managers with proper training, experience and equipment to seamlessly manage weather events. You will also need to decide: • If the meeting will be held rain or shine and how this will


M


be publicized to participants and suppliers or vendors prior to the meeting. • How participants will be informed if severe weather threat-


ens their safety before or during the meeting. Will this be via social media such as Twitter®


or Facebook® , group email, web-


site posting, cell phones, or a combination thereof? • When and how to cancel a meeting and how to com- municate this to participants, suppliers and vendors. The Midwest is blessed with four seasons, each with its


own meeting planning challenges. Therefore, after you have fi nished your meeting plan, go back and create a contingency plan for each item based on the seasonal challenges. Decide how inclement weather will af- fect every aspect of the plan. Review all agree- ments and contracts, check for and understand inclement weather clauses. Assess risks and consider cancellation insurance. A lack of attention to these details can turn a mere


18 MIDWEST MEETINGS SUMMER 2011


eeting planners have a responsibility for participant comfort, enjoyment and safety. Whether your event is held indoors or outdoors, it is essential to have a


frustration into a panic situation with potentially life threatening circumstances. Though most planners think and plan for thunderstorms and rain, what does your plan include for strong gusty winds, hail,


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