The best times for scientific meetings are probably the pre- and post-seasons. The advantages are obvious: reasonably good weather, no mass tourism, reduced room rates, and frequently lower airfares. In most of Europe, weather conditions make late spring and early autumn equally attractive; in the southeastern United States and the Caribbean region, on the other hand, the hurricane season (from about August to December) is a risk factor for larger meetings. Similar considerations apply to many places in southern and eastern Asia with seasonal typhoons. Also, it will not create fond memories when your participants grow mildew on their heads while waiting for the repair of a bridge during the monsoon. Of course, it also does not make sense to select locations where snow or ice could prevent participants from either arriving or leaving. Will you pay for their rooms when they are trapped for days in an expensive airport hotel? Furthermore, don't choose a time when many families traditionally get together, i.e., in particular between Christmas and New Year. Last but not least, remember that air fares may be extremely high at the weekend. This could be a deterrent for prospective participants when a meeting closes on a Friday or Saturday.

There is one more factor to consider: special local events. No matter what type of meeting you envision, make sure that your meeting does not clash with an event that causes local overcrowding of roads, parking lots, restaurants, hotels, etc. Typical examples would be major conventions or sports events.