As meeting planners, you have to be ready for the other shoe to drop. It’s almost a given that something can, and will, go wrong with in-person meetings: bad weather, expired passports, missed flights, attendees catching the flu, and the list goes on. The key to staying on track? Having a flexible plan for the “what ifs.”
What is a contingency plan and how does it apply to small, in-person meetings? A contingency plan is your strategic backup roadmap for the little details that can spiral into big challenges. Staying ahead of these perceived pitfalls isn't just a must, it's how you showcase your strategic skills.
Here’s how to anticipate the most common issues and put smart contingency measures in place so your meetings run smoothly, no matter what.
If a meeting is canceled or an attendee can no longer participate, refundable tickets can help reduce risk and avoid unexpected costs — but only if you stay ahead of the details. Ensure that flights are booked through the company account, versus a personal payment method, so that refunds are efficiently managed.
When available, secure flexible cancellation policies — they protect your budget and give you more room to adapt when plans change, especially when you’re dealing with long-haul and higher-cost flights. Knowing the type of flight being purchased ensures there is flexibility in case of changes or cancellations, so you can minimize financial risk for your company and be prepared for any scenario.
If your attendees require visas or passport renewals, factor that into your planning window. Visa approval periods vary widely by country and can cause delays if overlooked. Partner with trusted agencies who can manage or expedite the process, and confirm timelines early — while this can be costly, working within proper channels shouldn’t affect current or future visa applications.
Build in flexibility with accommodation and meeting rooms in case attendee numbers change, especially if there are extra guests or no shows. Check in advance if the hotel has enough rooms available before attendees book individually or secure a room block — however, make sure there are attrition clauses in hotel block contracts so you aren’t left with large cancellation fees.
If there are any changes, it’s important that you’re notified as soon as possible. Without timely notice, you won’t know if rooms are still available or if the changes affect other logistics like transfers, and you can’t make the necessary adjustments quickly. Additionally, if there are concerns of overbooking, look at a backup hotel in the area; having flexible hotel contracts and room arrangements helps you stay agile.
This is when technology comes in handy. With TROOP, you can control the planning and travel logistics. Set meeting times and travel windows to provide the right buffer space, while keeping your eye on the budget.
While you can’t control the weather, you can plan around it. Even the most detailed agenda can fall apart if weather disrupts your plans. Check the weather forecast before your start date and create backup plans that can work at your meeting space. If your meeting involves walking between locations, identify covered routes or arrange short shuttle rides in case of extreme conditions.
When possible, choose a venue with both indoor and outdoor space so you can adjust without disrupting the flow of the meeting. If that’s not an option, line up a nearby secondary space you can use on short notice. For travel days, keep in mind that bad weather can cause delays — building a buffer into your start time or having key attendees arrive the day before can save the schedule.
Communicate your weather protocols in advance so attendees know what to expect. Instead of just telling them to “bring a jacket,” frame it as part of your plan to keep the meeting comfortable and on track. For example, “We’ll have water bottles ready if temperatures spike” or “If it rains, we’ll move the lunch inside so we can stay on schedule.”
When the weather changes, quick, clear action keeps the meeting running smoothly — without it feeling like a scramble.
Emergencies may be rare in small meetings, but a clear response plan ensures you can act quickly and keep the meeting on track. Before the meeting, share company policies for emergencies and who to contact for specific situations. Ensure that you collect emergency contact information from each attendee ahead of time. With TROOP, you can store emergency contacts in every attendee profile.
Know who to call if something goes wrong with your meeting space, hotel, transportation provider, catering company or restaurant. Collect these details in advance, store them in a clearly labeled meeting folder, and make sure they’re accessible to you and at least one backup point of contact.
For small meetings, delays from something as simple as a missed transfer or late meal can derail the agenda. Providing attendees with key contacts - like the shuttle driver or venue coordinator - means they can resolve minor issues directly if you’re busy. This prevents bottlenecks, keeps the meeting moving, and reduces your need to troubleshoot every issue yourself.
If someone feels sick during the meeting, you can help them recover quickly, participate in sessions, and prevent others from falling sick too. Attendees often push through illness after traveling, but that risks their own health and everyone else’s.
Be prepared to:
Direct them to medical support
Make over-the-counter remedies available where policy allows
Adjust shared presentations and activities
Offer remote sessions so they can participate
These steps help keep everyone healthy and safe without derailing the agenda.
When attendees extend their trip for personal time, it can quietly affect your meeting logistics, especially in small groups where every person plays a role. Ask early in the planning process if anyone plans to arrive before or stay after the meeting. This allows you to adjust ground transportation, confirm whether extended stays are covered under your room block, and plan around any potential gaps in attendance.
Having this information upfront means you can make small adjustments to keep the meeting on track, so you’re not left reassigning tasks or adjusting agendas last-minute.
In a new location, understanding local etiquette, dress codes, and customs helps prevent missteps that could slow down your meeting or cause discomfort. Research what’s relevant to your agenda, then share a short “Know Before You Go” message with attendees — covering only what impacts the meeting, like appropriate greetings, meal times, or business attire. A little preparation keeps the meeting professional and running smoothly.
Preparation isn’t just a smart move, it’s a strategy. As a meeting planner, you’re expected to account for everything. So do yourself a favor and come prepared for every scenario, it’s a great opportunity to showcase your capabilities and solidify yourself as a strategic partner to your executive and your company.