• How participants will be informed if severe weather threatens their safety before or during the meeting. Will this be via social media such as Twitter® or Facebook®, group email, website posting, cell phones, or a combination thereof?

• When and how to cancel a meeting and how to communicate this to participants, suppliers and vendors.The Midwest is blessed with four seasons, each with its own meeting planning challenges. Therefore, after you have finished your meeting plan, go back and create a contingency plan for each item based on the seasonal challenges. Decide how inclement weather will affect every aspect of the plan. Review all agreements 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 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, flooding, forest fires, extreme heat, high humidity, cold or freezing temperatures, blizzards, ice, earthquakes, insects, wasps and bee nests and unpleasant smells from nearby farms? Where are the nearest storm shelters and are weather alert radios nearby?Consider these tips to help combat Midwest weather challenges as you plan successful meetings for the comfort, enjoyment and safety of the participants. Tents

• Anchor for strong winds

 • Avoid clear-top tents for hot daytime events

• Flooring protects against damp or muddy grounds

• Sidewalls are necessary to cool or heat a tent

• Mosquito netting helps with insect or pest control

• Ceiling fans, floor fans, air conditioning units and heaters can be added

Rainproof

• Non-slip mats• Festive galoshes or flip flops

• Umbrellas • Beach towels

• Ponchos or other disposable rain coats

• Waterproof furniture• Covers for food

• Rolling carts to move items quickly

• Covered shuttle carts from parking to meeting site   Power Sources

• Generators• Extension cords• Walkie-talkies• Battery operated items

• Suppliers take stairs in case of elevator failureHeat• Sachets of sunscreen

• Outdoor shade canopies• Beverage stations

• Frozen drinks and smoothies replace sweet trays

• Refrigerated semi-trailer to keep food cool in remote meeting locations

• Marble and granite serving pieces to keep food chilled

• Lighter, smaller food fare, including kebabs or lollipops of meat

• Mini-fan misters and personal fans

• Portable evaporative coolers and air conditioning units

• Chill EZ bandanas or handkerchiefs

• Non-heat generating LED lightsCold and Ice

• Ice melt for walkways

• Weather-resistant heaters, easily transportable with enclosed electronics and flames to use in tents

• Commercial hand warmers and head gearInsects and Bugs

• Exterminate ahead of time

• Schedule around vendor and supplier set up and participant arrival

• Remove linens from the table while spraying

• Know the side effects of the pesticides being used

• Imprinted fly swatters at each seat

• Decorative mesh covers for food

• Fans and discretely placed bug zappers• Citronella candles and sugar water