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In 2024, the American Society of Civil Engineers (ASCE) was forced to cancel its October convention in Tampa, FL, ahead of Hurricane Milton. “We have to consider health, safety and welfare above all else,” said Marsia Geldert-Murphey, who was president of the organization at the time. “This is not a decision we take lightly, because the annual convention is our flagship event. We have to prioritize the safety of our members, speakers and staff, as well as support the readiness of the community as they prepare for a major storm.”

ASCE consulted with the Tampa mayor’s office, the National Oceanic and Atmospheric Administration (NOAA) and local meteorologists before ultimately deciding to cancel the event. Once the decision was made, messages were sent to attendees to alter travel plans. The convention hotel sits near the water and was in an evacuation zone, and what made Hurricane Milton even more complicated was the fact that much of the Tampa area was still saturated from Hurricane Helene, which had hit the week before.

“While we’re all saddened to miss out on the chance to reconnect in person this week at our annual convention, we know this is the right choice for our attendees, the city of Tampa and a number of our members who will be working on hurricane preparation and response efforts,” said ASCE executive director Tom Smith.

ASCE is just one of many recent conferences and events impacted by weather. All planners had to do was watch the 2024 Olympic opening ceremony in Paris, which was four hours long and impacted by persistent rain that, at times, included ferocious downpours.

Held along the Seine River, this ceremony was unique, as it was the first time the event was open to the public — and the International Olympic Committee made sure there were ponchos for everyone, as well as a hospitality area where people could go warm up.

Global Warming Health Threat

According to the World Health Organization (WHO), global warming is the biggest health threat facing humanity, and rising temperatures also contribute to worsening air quality, which can make outdoor events difficult to navigate.

In a survey conducted by the International SOS Foundation, 65% of respondents reported that their organization had been affected by extreme weather in the past five years.

“Weather patterns of the past are changing, and that complicates contingency planning for all types of events, indoor and outdoor,” says Shawna McKinley, principal of Clear Current Consulting, a company that specializes in projects related to the environment, ethics, sustainability and corporate responsibility, with a niche focus on event and travel activities.

There are many different types of compounding weather incidents, “and it’s not just major storms,” McKinley says. “Fire, air quality, heat and extreme urban rainfall are causing disruption, too. And if you’re counting on the presence of snow or freezing temperatures to make a winter incentive attractive, that is also changing.”

McKinley is currently leading a research project studying the impact of extreme weather on events, and her findings show that Hurricanes Helene and Milton were made wetter and windier, and therefore destructive, due to climate change. The study also identifies 261 events that were disrupted by the storm, 25 of which were business-related.

“Of the events we’ve analyzed around the world, 70% have an attribution study that confirms the weather event was more intense, severe or likely due to climate change. For business meetings the correlation is even higher (at 80%) with 20% of cases not yet studied,” she says. “So, in short, there is overwhelming evidence that climate change is already fueling extreme weather that is disrupting events.”

The situation demands more attention early in the site-selection process, especially if timelines are long, McKinley says. “Planners should really be asking: ‘How might climate affect the location and timing of this event? Are force majeure clauses and insurance adequately covering the complex types of situations that might happen? Should I be looking at alternative formats, destinations and schedules? Are communication and cancellation policies in place if plans need to shift?’”

In addition, there is the issue of emissions. “Event professionals have an obligation to understand emissions sources from their own events, and take steps to reduce them,” she says.

Outdoor spaces can be the perfect choice for many events, as long as you plan for contingencies. That’s why you should always have an indoor option in case of inclement weather. Photo by Rebecca Davidson.

What Does the Contract Say?

This year, record temperatures reached new heights, and more extreme weather events — such as intensifying heat waves, floods and droughts — happened around the globe. So, what does this mean for the global meeting-and-event space? Will some destinations become too hot to host groups? Will others step up and lead the charge for better environmental sustainability?

With so much unknown in terms of climate change, it’s more important than ever for planners to seek adaptability when it comes to contracts. Every event contract should have a force majeure clause, which is a provision that allows either party to suspend or terminate the performance of its obligations when certain circumstances beyond their control arise, making that performance inadvisable, commercially impracticable, illegal or impossible.

If, for example, a blizzard prevents your attendees from traveling in for your event, force majeure could come into play. The challenge is that force majeure clauses often are worded differently, and even slight variations can lead to gray areas. In New York City, for instance, many event venues consider force majeure to be in effect only if a state of emergency has been declared. Make sure the parameters of this clause are clear from the onset, and you’ll avoid confusion later.

Go Home

As president and CEO of JDC Events, Jennifer D. Collins produces engagement-driven events — and the company always establishes a backup plan for any incidents that might arise. “We know that weather is intensifying and becoming problematic, so we expanded areas of our consideration, such as alternate locations, safe zones [and] communications of contingency plans for attendees, vendors and staff, as well as monitoring of forecasts as needed,” Collins says.

In fact, JDC uses a crisis communications plan that it customizes to address the specifics of each event. This includes defining roles/audiences/channels, preparing messaging ahead of time, monitoring and response and evaluation. “The goal is to ensure there is coordinated planning, response and overall management of the potential weather conditions and incident,” Collins says.

JDC has planned events during weather incidents, and one that stands out is Hurricane Florence in 2018. “We were planning a convention in Charleston, S.C., and the storm was expected to hit the area around the same time. Working in partnership with our client, we had a communications plan in place and coordinated the process for determining whether we would continue with the event,” Collins says. “Our team arrived several days before the Friday start date, and we continued to monitor the forecast, which included that it may turn out to sea. During this time…attendees, vendors and guests [continued arriving]. However, as we entered the main week, all models lined up that it could potentially become a Category 4 and impact the area, so we executed the evacuation plan for everyone to schedule flights and return home.”

Be Prepared

From June 4-7, 2024, Caesars Entertainment gathered a group of 120 meeting planners and members of its own staff for the company’s first-ever Global Wellness Summit in Las Vegas, NV. Starting with the opening reception (held at Nobu Villa in the Nobu Hotel at Caesars Palace), the event featured a range of activations all focused on health.

The summit also offered attendees the chance to connect with nature, with many expressing surprise that such scenic settings were only a short drive from the Strip. One off-site excursion was a favorite of many: a Hoover Dam Rafting Adventure on the Colorado River. The day of the outing was hot, with temperatures hitting 109 degrees Fahrenheit, but Caesars was prepared, providing sun hats, sunscreen, insect repellent bracelets, cold water and iced towels.

Another highlight of the summit was also a first for Caesars Palace: a sound bath meditation at the Garden of the Gods pool, with some attendees floating on rafts as they soaked in the rhythms. The entire experience had been scheduled to be held by the pool, but when the temperature broke the 100-degree mark, dinner was quickly diverted to a ballroom — again demonstrating the importance of a contingency plan for all aspects of an event.

Have a Plan B

Anytime Paul Tramonte’s company orchestrates an outdoor event, it always has a plan B with an indoor location. “Essentially, we plan the event in two locations from the start, including alternate floorplans, load-in and load-out timelines and a plan on how we’ll communicate to our attendees if there is a location change,” says Tramonte, principal designer for Paul Tramonte Events. “We agree in advance on a weather call time with the venue and our suppliers. Before making the decision, we look at multiple local weather apps and consult with the venue, plus we use our gut, too. With these plans in place, if we need to pivot to our plan B, it’s a smooth and quick transition for all involved.”

At a recent event in Orlando, all indications were that there would be beautiful weather, so Tramonte stuck with plan A for the outdoor location. “About 30 minutes into the reception, it began to lightly mist,” he says. “Some guests moved under cover nearby, and we had the servers pass wine so the guests wouldn’t go far. The banquet manager pointed to the quickly moving clouds and suggested we give it five minutes and it would pass. It was the longest five minutes of my life, but luckily he was right! The venue and our planning team quickly wiped down all surfaces and furniture, and most guests (and the band) returned,  and the event continued as planned.”

Contingency Plan

Experienced meeting professionals prepare for extreme-weather events by crafting a contingency plan that includes backup venues and activities. Consider the possibility that your event might need to be moved indoors or to another location entirely. Be sure to collaborate with the venue ahead of time to ensure that a joint plan for inclement weather is in place.

Also have contingency plans in place for anyone who has a speaking role at your event and might unexpectedly have to cancel, incurring delays. If you’re producing a meeting or conference, pre-establish alternatives for individual presentations. If speakers are participating as panelists, have your production team ready to remove chairs and other equipment from the stage.

When preparing for extreme weather at events, it is extremely important to create a list with numbers for local airports, hospitals and public safety officials, as well as attendees’ emergency contact details.

Again, communication is the most important part of putting a plan together for extreme weather at events. In the case of inclement weather, attendees must be notified.

Partner With the CVB

A convention and visitors bureau (CVB) can be a planner’s secret weapon. They are the boots on the ground in a destination, with the local contacts you’ll need if a meeting must be canceled or postponed due to weather. By looping them in early and partnering with them, a CVB can become an extended member of your team and will be an invaluable resource in dealing with weather situations. C&IT