I’m sure no one has missed the news of Swine Flu hitting Mexico and various states in the US. With the World Health Organization (WHO) issuing alerts of a pandemic, it’s easy to consider the impact this might have on you personally, but what about professionally? Obviously, Mexico is being hit hardest with both the tragic loss of lives and tourism dollars. However, many planners have at least one or more meetings located in Latin America, so how should we prepare for this type of unexpected emergency?

Have a contingency plan. Even though it is one of the most tedious things to formulate, you should have an emergency plan for all of your events and meetings. Spend some time thinking about what processes you should have in place and how you can be proactive when a crisis occurs. Once the emergency hits, check your plan, follow the processes you’ve created and consider the following when deciding the best course of action:

1. What is really happening? Stick with the facts of the crisis, not the hype. Have your primary resources lined up so you know what you are dealing with. The World Health Organization, US State Department, Center for Disease Control, etc. Think about each type of emergency and create a list of reliable and official resources for each.

2. How will it affect the meeting? Provide your decision makers with the facts of the crisis so they understand what is actually going on. This can include corporation or association executives, hotels, speakers, exhibitors, etc.

3. What are the financial implications? If the decision is made to cancel or postpone the event, it is imperative that you understand what the financial impact will be on all parties. Even though you are working for your client and their bottom line, it helps to know the financial effect it will have on all parties involved. That will not only help you in your strategy to cushion the financial blow your client might take but also creates good will with your vendors. Check to see if any of your vendors are offering alternatives to outright cancelation. Many airlines, hotels, etc. will allow participants to reschedule reservations to future dates once the crisis ends.

Most importantly, do your homework and plan ahead.

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