What strategies can you use to ensure conference attendance during inclement weather?

When I am dealing with bad weather for a conference, keeping attendees informed is key. Send out regular updates via email or text about the weather and any changes to the schedule. Being upfront and transparent helps everyone stay on the same page.

Very simple: have a very compelling subject at hand!!! We did this in a snowstorm in NY NY at Fordham University when all the spaces were emptied and we had over 150 attendees!!! The subject was the publication of our book, The Yellow Star, on the Holocaust, with Fordham. It was all awesome including the President of Fordham next to me!

Plan for weather communication: Communicate weather conditions to attendees clearly. Keep them informed via email, social media, and the conference website. Flexibility in Registration: Give participants the option to alter their registration due to weather. In case of extreme weather, provide virtual attendance or postponed registration. Early Communication: Early conference status communication in the days before the event. This provides participants time to change travel arrangements or make accommodations. Options for virtual attendance: Provide virtual attendance for individuals unable to go due to weather. This lets attendees benefit from conference material remotely.

Bad weather is the perfect excuse to avoid anything. An email with an encouraging message always helps in any event, something similar to "if you're thinking about missing out on this event you also will miss out on success, new network, and probably new businesses". Remember, losers make excuses, winners make a way!

Make sure you're sharing information about destination weather BEFORE folks have begun their travel so that their suitcase has the right gear. Use: -Your event app -Email -Text notifications Overcommunicating about bad weather is better than having unhappy attendees that won't return or who will have a bad experience at the event/venue.

Find a sponsor for some cute umbrellas, last-minute beanies, or gamify the walk from one building to another so that stepping out into the weather becomes the fun part of the event!

Who doesn’t love to get incentives. Plus offering some goodies brings in extra warmth for their efforts to attend the conference

To ensure conference attendance during inclement weather, consider offering virtual attendance options, providing transportation alternatives, communicating weather updates promptly, and having contingency plans for event logistics.

If you're set up for hybrid to begin with, this pivot becomes easy. I think we're moving away from all in-person or all-virtual because weather isn't the only thing that prevents people from attending (cost, comfort, ability, and more).

La forma de llevar la información no deja de sorprenderme y por supuesto la tecnología juega un papel fundamental en esto. Recientemente, me invitó una academia de Venezuela, a dictar una conferencia en vivo por WhatsApp. Mientras compartía la imagen de cada slide con el grupo de participantes, grababa audios explicando los puntos principales del slide y las reflexiones, al final la gente podía hacer preguntas escritas o a través de audios y la experiencia me pareció interesante y creativa.

We have seemingly experienced a very good response for hybrid conference after the Covid-19. Plus it’s pocket friendly to the attendees and you may accommodate more number of people than expected for a physical conference. Only condition is keep the attendees informed all the time. No surprises at the last minute please.

This is a chance to lean into the expertise of the destination. Let them shine! Each partner has a success story during weather that is native to that area. Let them bring their ideas to the table and showcase what makes them a wonderful destination!

It has been one of my core strategies to tie up with the local partner/provider as I have dealt always with International Conferences. Reach out to your local partners in advance instead of making last minute deals. You can reap multiple benefits out of the deal.

With fast advancing climate changes it is quite difficult to predict unexpected circumstances - even for the most 'weather reliable' destnations. An unprecedented example can be the storm and the floods earlier this year in Dubai! (Desert climate) Even two weeks before COP28 there was a devastating storm as well. I think we have to switch to more flexible approaches towards unpredictable events, where business continuity is ensured through technological solutions. Ad hoc - changing the on-site conference into a virtual event. Provided - such a plan B is in place and works perfectly. With minor weather issues it is always possible to set the keynote sessions later in the day or change the structure of the conference

Your plan is only as good as the backup strategies for when things go sideways. Even in California... don't skimp on the weather backups! Don't choose a location that can only accommodate your needs if there are 100% perfect conditions. Make sure you've got options.

I guess the ??should?? will become a ??must?? very soon taking in consideration climat change. Recently we gave our client the weather forecast : 15 days ahead / 7 days / 3 days to agree on a outdoor or indoor set-up. Nevertheless we kept ourseleves free from moving our activities if weather allowed and it was a success.

Insurance and Refund Policies are to be considered as to offering travel insurance options or clear refund policies in case attendees are unable to make it due to extreme/unforeseen weather situations. This can provide a safety net for participants concerned about investing in attendance.

Remote Participation Options: Offer remote attendance options through live streaming or virtual conferencing platforms for those unable to travel due to weather. Preparation for Venue Challenges: Coordinate with the venue to ensure they have contingency plans for inclement weather, such as snow removal, heating, or alternative indoor spaces if needed.

Lets take this for a sceen, leading up to the event, organizers can regularly update attendees via email or social media platforms with weather forecasts, travel advisories, and any potential impact on the conference schedule. For example, if severe snowstorms are predicted, organizers could send out emails advising attendees to plan for earlier travel or suggesting alternative transportation options.

I'm coming at this from a Business Development standpoint. If weather impacts attendees for a planned conference, your preplanning is the best way to ensure positive ROI for the attendees. If you have the goal of driving new business from the conference, if you have spent the time to preplan with scrubbing attendee list, identifying and qualifying top prospects and setting meetings you are in a good position. Since those attendees will also be impacted by the weather, they will be understanding and willing to meet virtually, at a later date at your location or theirs. Preparation in advance with confirmed meetings with your targets always wins.