Weather Backup Plan
In order to facilitate the continuation of strategic exchange appointments during inclement weather, the following areas will be available as a backup for umbrella outdoor meeting spaces.
Strategic Exchange Appointments
In the event of inclement weather, the following indoor spaces will serve as a backup location for companies assigned an umbrella Outdoor Meeting Space during official strategic exchange hours. This plan is not applicable for companies assigned to Bungalows, Indoor Meeting Rooms, Suites, or other assigned inside meeting locations. Companies with an umbrella Outdoor Meeting Space have the same number assignment for their indoor backup space.
Notification of when weather backup is in place will be sent from NACDS via email, the NACDS Events App, ANN the AI chatbot, and the Annual Meeting website.
We encourage you to have the cell phone numbers of your appointment contact to inform them of your location.
Who is eligible for an indoor weather backup space?
All companies assigned to an outdoor Umbrella space are eligible for an indoor backup space. Enclosed spaces including Bungalows, Gulfstream Rooms, Mediterranean Ballroom spaces, Mezzanine Rooms, and Hotel Suites will not have alternate locations during inclement weather.
Who decides when the weather backup plan will be implemented?
NACDS has the sole responsibility for deciding when the weather backup plan will go into effect. The decision of when and what hours the weather backup plan is operational will be determined by NACDS and communicated to attendees.
How will I know when the weather backup plan is operational?
Notifications will be sent out via electronic communications including email, the Annual Meeting Event App, ANN the AI chatbot, and the Annual Meeting website.
If the weather backup plan is implemented in the morning, when can I access my assigned indoor location?
Indoor weather backup spaces will be available at the start of that day’s Strategic Exchange appointment hours. All meetings must conclude by 4:00 PM.
What happens if the weather backup plan is implemented after strategic exchange hours begin?
All companies with an umbrella outdoor meeting space will be notified if the weather backup plan is being implemented. At such time, please move to your assigned weather backup location indoors. In addition, please contact your scheduled appointments. All meetings must conclude by 4:00 PM.
Who assigns my indoor backup space?
NACDS has assigned all indoor locations. Due to the limited available space, location change requests will not be permitted.
Will I be in the same backup space every day?
No. Due to existing Annual Meeting programming requirements and overall limited available space, your assigned weather backup space may change on a daily basis.
What is included with my indoor backup space?
Each indoor weather backup space will consist of your company sign, table, four chairs, and bottled water.
Can I just use my indoor space all week?
No. Your assigned Umbrella outdoor meeting space is your main location and must be used if the weather backup has not been activated.
If the weather backup is implemented, how will my appointment(s) find me?
If the weather backup plan is activated, NACDS will notify all attendees electronically. Your Umbrella outdoor meeting space number will remain the same, though the indoor room location may change. Updated locations will be available on the Annual Meeting website, the event app, and hotel signage. NACDS representatives will be onsite to assist. We also recommend collecting cell phone numbers for your scheduled meetings in case direct coordination is needed.
What happens if the weather improves?
Time permitting, we will open all Umbrella outdoor meeting spaces for use.
Do I need to move back outside if the weather improves?
No. If we reopen outside, you may continue your appointments inside or outside. However, it will be your responsibility to confirm the meeting location with your scheduled appointment attendees.
Can I use the indoor backup space before or after the official Strategic Exchange Appointment hours?
No, due to the rooms serving multiple functions, they will not be available outside the official Strategic Exchange Appointment hours. All meetings must conclude by 4:00 PM.
Will the cooler at my umbrella space move to my space inside?
No, all umbrella coolers will remain outside with your original space. Bottled waters will be provided at your table inside.
What will happen to my lunch order I made in advance?
Lunch orders placed in advanced will not be delivered to your Umbrella outdoor meeting space if weather backup is implemented. You will not be charged for these orders.
Who should I contact from NACDS if I have questions?
Mary Medawar, mmedawar@nacds.org, (703) 837-4633
