TYSONS, Va. — In 2025, the National Automobile Dealers Association (NADA) was about to host its yearly NADA Show in New Orleans when the city experienced a historic blizzard.
The NADA scrambled into action, collaborating with their partners and communicating with attendees and exhibitors as inclement weather approached.
All in all, attendance was at 73%, with more than 15,000 professionals braving the cold, and the show did not lose a single speaker.
Trade Show Executive’s (TSE) Young Professionals Corner connected with Melissa Wolpert, CMP, Senior Vice President, Meetings, Conventions & Expositions at NADA, to make a winter weather guide for event professionals.
Winter Weather Dos and Don’ts from Wolpert
- Do have a comprehensive emergency plan that includes winter weather scenarios, with logistics and communications plans ready to activate.
- Don’t panic. If leadership panics, everyone else will too.
- Do focus on the next right thing — keep moving forward one step at a time.
- Do the best you can with the information you have.
- Do prioritize safety, clear roads [and] sidewalks, and ensure safe access wherever possible.
Wolpert also provided the following advice:
Winter Weather Tips for Organizers
1. Stay Confident
Wolpert’s role was to keep the NADA team calm, motivated and focused.
“The message all week was simple: We got this. We were committed to delivering the best possible convention for those who were able to attend,” Wolpert said.
Related. Record Snow Forces NADA Show Organizers to Scramble
2. Collaboration is Key
“We worked nonstop with the city, the airport and the state to monitor road and airport conditions,” Wolpert said. “The airport was closed from Monday evening through Thursday afternoon. Attendees were incredibly determined — many flew into nearby cities such as Atlanta, Houston and Jacksonville, then rented cars and drove the rest of the way, often teaming up with others.”
3. Be Ready to Pivot
The NADA rescheduled almost all of its freight for an earlier arrival to beat the storm, instead of staggering it as they had planned.
“Official move-in wasn’t scheduled to begin until Monday, with the storm arriving early Tuesday, so we shifted freight move-in to start Saturday through Monday end of day,” Wolpert explained. “This required accelerating exhibit build schedules and coordinating closely with exhibitors. We had more than 550 exhibiting companies covering over 900,000 square feet, and we successfully got 90% of the freight inside the hall.
“It wasn’t pretty, but we were able to open the exhibit hall just a few hours late — opening at noon instead of Tuesday morning — with only 23 companies unable to participate. This success was driven by strong communication and coordination among the decorator, convention center, exhibitors and our team.”
Also, the NADA completely redid the show’s schedule and adjusted its Welcome Reception, because it was originally planned as a hybrid indoor/outdoor event.
“Because of the weather, we moved the entire event inside the convention center and used the existing General Session stage for entertainment,” Wolpert said. “All food was relocated from the original venue; food trucks were set up outside the convention center and food was brought inside. Décor was moved over … and due to local pouring laws, all alcohol had to be sourced through the convention center. It was chaotic, but it worked.”
4. Communicate, Communicate, Communicate
“Communication was absolutely critical. Getting timely, accurate information out to attendees and exhibitors made all the difference,” Wolpert explained. “Communicate clearly and often. Provide concise, written updates to attendees and exhibitors about logistics, schedule changes and any concerns. It’s your responsibility to ensure they feel informed and safe.”
5. Consider Warm Weather Credits
For attendees who couldn’t attend due to the storm, the NADA team issued credits for the following year’s event. More than 1,000 people took advantage of this option.
“Flexibility is important, and we’ve found that weather credits are often more satisfying for our attendees than refunds,” Wolpert said. “At a certain point, some may decide they simply can’t make it — and that’s understandable.”
Further Advice
Wolpert shared this additional advice:
- Welcome to the club.
- You are not alone.
- Lean on your network — many of us have been through this.
- Make a plan.
- Work closely with your decorator and partners to build that plan.
- It’s not a matter of if it happens, but when.
- The show must go on.
- There is always a way.
- Do the best you can — and if you can open, open.
- If not, know that you tried everything possible.
- Don’t quit.
- If you build it, they will come.
- Know what your insurance policy says about weather.
- Prepare for the worst.
- Hope for the best.
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