Today, again, the Metro rail system in DC has delays -- some as a result of track maintenance; others because of continuing slow downs from the horrific crash earlier this summer.

What if ... you had a meeting in DC today, at the Convention Center, and some of your speakers were either locals or were staying at hotels near which they'd take the Metro to the Convention Center?

They might not arrive on time to speak, eh? And that would be a disaster or a papercut?

Our industry, and dare I say, most people, don't want to face much reality when it comes to contingency planning.  In more than 40 years in this industry, I've seen too many incidents that could have or did spell disaster at meetings. On the listserv formerly called the MIMList, around since '99, we've had discussion after discussion about issues such as 9.11.01 and Katrina and Rita, true disasters where people were stuck in cities.  We've discussed papercuts such as materials not arriving.

What's the next big potential disaster?

IMO, H1N1 or "Swine Flu."

Recently on an ASAE & The Center Meetings & Expositions Section List, a question was asked about preparation for this for a 7000 person meeting this fall. The questioner wanted to know what, beyond hand sanitizer and contacting local authorities, should be known. (Sadly, I was the only one to respond on the List.)

Here's what I wrote back -- consider it and consider your own meetings.

I suggest that you add information to your usual risk management plan --
and include extra information about how the hotels and conv. center will
'lock down' if this happens just as they (and your assn.) would w/ bio
hazards. Work with local emergency workers (including any Homeland
Security offices) if there is an outbreak in the city, region, state AND
if there is any reason airlines will not be permitted to fly -- OR what
you will do if guests are not able to fly home when they were expected to
do so. (That's another hotel issue re rates, meals, for those - or all! -
who cannot leave if they are quarantined and/or if staff cannot get in or
deliveries made. .. or if the entire city is quarantined. Yeah, I know it
sounds dramatic; our jobs are to prepare for the very worst case
scenario.)

Am guessing that you have already begun marketing and may have (tho' I
didn't check) something on your web site w/ some cautions about what to do
"if" someone is feeling sick before they come (and what your cxl policy is
for anyone who cancels bec. either they or a family member has H1N1 - or
bec. of the profession, someone is required to stay put to deal w/ any
emergencies.

Make sure the exhibitors are trained -- they are the ones in particular
who will shake hands frequently. I'd go so far as to have a 'health
patrol' checking to ensure exhibitors are cleaning their hands before they
shake again.

I'd tell people to take disinfectants on the plane to wipe down handrests,
tray tables, etc.

You might also check a few web sites such as that of the American Camp
Assn. -- they had to deal w/ so much this summer.

Other links to post on your site and to check  include the ones for WHO and the CDC.  There is another good one in Canada that is useful, especially if you have participants coming from or meetings in our neighbor to the north.

Right now, it's winter in the Southern Hemisphere and the reports are that
there are outbreaks and deaths in many cities. Sign up for google alerts
on H1N1 and Swine flu to keep track of updates and what to do.

For those who think this is over-hyped - it may be and I hope it is.Alas,
what we've seen so far is that it is serious. If camps and schools can
close down, a convention has more opptys. for spreading this virus. And
for those who think that if we don't tell people what to do, they won't
panic .. nuh uh.

I'd err on the side of caution. Always.