Why event planners need a hurricane game plan this year

It was Memorial Day weekend—traditionally the kickoff to summer—and planners in the Northeast were finalizing rooftop receptions and beachfront welcome mixers. But instead of sunshine and selfies, a rare May nor’easter rolled in, unleashing heavy rain, whipping winds, and sending tents toppling across coastal venues.

The headlines read like a climate plot twist: a winter-style storm slamming into a summer schedule. But for planners, it was a blunt reminder: in 2025, unpredictable weather is no longer the exception—it’s part of the playbook.

The 2025 Atlantic hurricane season is forecasted to be more active than usual. The National Oceanic and Atmospheric Administration (NOAA) predicts a 60% chance of an above-average season, with expectations of 13 to 19 named storms, 6 to 10 hurricanes, and 3 to 5 major hurricanes (Category 3 or higher) .

This heightened activity is attributed to unusually warm Caribbean waters and a neutral El Niño–Southern Oscillation (ENSO) phase, which doesn't suppress hurricane formation .

However, concerns have been raised about the federal government's preparedness. Recent budget cuts to NOAA and FEMA have led to staffing reductions and decreased resources, potentially compromising forecasting accuracy and emergency response .

Given these factors, it's advisable for residents in hurricane-prone areas to stay informed and prepared for the possibility of increased storm activity this season.

For meeting and event planners—especially those organizing events in hurricane-prone regions like the Southeast U.S., Gulf Coast, and Caribbean—the forecast for an unusually active 2025 hurricane season means it’s time to tighten up contingency plans and rethink risk management strategies. Here’s what that could look like.

1. Rethink Summer and Early Fall Destinations

The peak of hurricane season runs from August through October. If your event is scheduled during this window, particularly in high-risk destinations like Orlando, Miami, New Orleans, or Caribbean islands, you may want to consider alternate locations further inland or in low-risk zones and add extra travel days in your agenda to account for possible delays.

2. Double Down on Force Majeure Clauses

Ensure your contracts with hotels, venues, and vendors have robust force majeure and cancellation clauses that explicitly cover weather-related disruptions. Don’t just accept the boilerplate—negotiate terms that reflect real hurricane-season risks.

3. Hybrid = Hurricane Insurance

If storms ground flights or make in-person gatherings unsafe, a hybrid or virtual component can help salvage your event. Consider keeping live streaming capabilities or on-demand content as a backup.

4. Revisit Event Insurance

Work with a provider that understands your market and can offer hurricane-specific event insurance. Know what’s covered (and what’s not), especially for deposits, last-minute cancellations, and attendee reimbursements.

5. Monitor Forecasts Like a Meteorologist

Set alerts from National Oceanic and Atmospheric Administration (NOAA), local emergency management agencies, and weather apps starting a month before your event. This helps you make early decisions—before attendees are en route.

6. Have a Communication Crisis Plan Ready

If evacuation orders hit or power goes down, you need a solid emergency communication plan for attendees, vendors, and staff. This includes:

A backup contact list.
Prewritten alerts for cancellations or delays.
A designated point person to manage real-time updates.

7. Balance Buzz with Safety

If your attendees are drawn to beachy, sunshine-filled destinations, don’t shy away from promoting them—but be honest. Show you’ve done the homework, and your backup plans are as polished as your keynote lineup.

8. The Bottom Line

A more active hurricane season doesn’t mean cancel everything—it means plan smarter. With the right strategies in place, your events can still deliver big impact—even if Mother Nature has other plans.

Any thoughts, opinions, or news? Please share them with me at vince@meetingsevents.com.

Photo by Getty Images For Unsplash+