Author: Melanie Zeidlhack

Key Questions to Consider When Negotiating a Speaker Contract

Posted on March 31, 2025 by - Contracts

Key considerations when negotiation speaker contracts

This is a guest post by Barbara Dunn, Attorney & Meeting Industry Expert. This article shall not be considered legal advice. Readers are advised to consult their legal counsel.

Speakers can make or break your organization’s meeting. Yet, while much scrutiny is given to selecting a speaker, not as much is given to reviewing and negotiating the speaker’s contract.

These contracts, whether prepared by the speaker or by the speaker’s representative/agent/speaker’s bureau, are often positioned as “non-negotiable,” but negotiating and reviewing are necessary to ensure that the organization is in a strong position to protect itself and its meeting. Following are several key questions to consider when reviewing a speaker contract (“Contract”).

What is the topic of the presentation?

While this would seem to be an elementary point, the topic is often overlooked or generalized in the Contract. For example, if Susan Speaker is hired to speak on “current trends” for ninety (90) minutes, there is no telling what “current trends” she will be speaking about during her presentation. Instead, the Contract should provide as much detail as possible about the topic and the audience so that the presentation will be on point for the group.

What is the speaker fee and expense arrangement?

This is a much negotiated provision in the Contract yet once an amount is agreed, the Contract should provide that a small payment of the fee is made upon the signing of the Contract with (ideally) the remainder to be paid after the presentation. If more payment is required before the presentation, it is a good strategy to try to hold back some percentage of the fee (say 10%-20%) just in case the presentation does not meet the organization’s requirements.

Also, it is important to “fence in” the speaker’s travel and other related expenses by requiring a particular class of air travel or offering a flat-fee travel stipend. The organization should offer to provide hotel accommodations and ground transportation to ensure such costs remain within its budget.

What event(s) trigger a speaker’s right of cancellation?

This is a key provision to address in the Contract. It is common that in contracts for celebrities or politicians, the speaker has the right to cancel the Contract without liability for “overriding professional obligations”. That is an easy out, and it does not provide protection to the organization. So, while it is common that no payment will be due and no liability will be incurred by either party if the speaker is unable to present due to their death, disability, or other incapacity, it is important to try to remove any other reasons for the speaker’s cancellation.

If the speaker cancels the Contract for any reason, the organization should receive a full refund of all fees paid to the speaker as well as any reimbursement for any refundable travel expenses or travel stipend paid to the speaker. Further, if a speaker’s bureau or agency represents the speaker, the bureau or agency should be responsible for providing the organization with replacement speakers with the same or lower fee. The approval of the replacement speaker, however, should be at the discretion of the organization.

What events trigger an organization’s right of cancellation?

Every contract needs “exits,” including speaker contracts. As such, the Contract should include rights of cancellation without liability for the organization to cancel the Contract without liability. These rights include:

  • Breach of Contract by Speaker: Speaker fails to meet the deadlines and deliverables set forth in the Contract.
  • Speaker Engages in “Bad Behavior” Before the Presentation: If the organization receives credible information that the speaker has engaged in “bad behavior” before the presentation, the organization needs to have the ability in the Contract to cancel without liability. Any behavior which would negatively reflect on the organization’s public image and reputation, be offensive to the organization’s stakeholders, or is otherwise “outside of the character and purpose” of the organization should trigger a right of cancellation without liability.
  • Organization Makes a Business Decision to Cancel Speaker: The Contract should allow the organization the right to cancel for any reason should it choose to go in a different direction for the presentation. In the case, it is best if the organization tries to limit its exposure when negotiating the cancellation fee amount and the date the cancellation fee is triggered.
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What intellectual property rights and representations should be included?

There are many important intellectual property rights that must be addressed in the Contract, including the following:

Organization Wants Recording of Presentation For Future Use

In order for the organization to have the right to record and to use the recording in the future, the organization must obtain the speaker’s consent to do so in the Contract. While the speaker does not need to transfer ownership of the presentation to the organization, the speaker should grant the organization a broad license (permission) to use the recording in any manner it may choose without further payment to speaker. Beware of language in the Contract which refers to use “For Archival Purposes Only” which prohibits the organization from live-streaming the speech and may prohibit the organization from further use of the presentation on its various platforms.

Speaker Uses Infringing Material and/or Makes Defamatory Remarks

The Contract should provide that the speaker has rights to use all of the material in the speaker’s presentation – whether through their ownership of the materials and/or a license (permission) they obtained from the owner of the materials. Further, the Contract should provide that the speaker is not to make derogatory or defamatory remarks in the presentation. In either case, if the speaker does not comply with these provisions and the organization is sued by the owner of the materials or the subject of the defamatory remarks, the speaker must indemnify the organization against any claims, i.e., pay all legal fees and damages awarded against the organization as a result.

Speaker Prohibits Photography or Recording

While the speaker may prohibit the organization from photographing or recording the presentation, beware of contracts that contain a provision that “no attendee shall photograph or record the presentation,” as the organization will not be able to enforce this provision. While it can make announcements to attendees regarding this restriction, there is little way to make sure no photos or recordings are made. A good compromise is to say that the organization will use “reasonable efforts” to ensure that attendees understand the restrictions on photography and recording of the presentation.

While these are just some of the questions to consider when negotiating or reviewing a speaker contract, be sure to thoroughly review and vigorously negotiate the Contract to protect the organization’s interests.

Barbara Dunn

Barbara Dunn is a lawyer and trusted advisor to meeting professionals. With more than three decades of experience, Barbara helps her clients navigate negotiations and finalize effective contracts for their meetings and events. Barbara is the owner of her own law practice, Barbara Dunn Law PLLC, following her tenure as a capital partner at the law firm of Barnes & Thornburg. Barbara can be reached at barbara@barbaradunnlaw.com

How to Evaluate Venue Sustainability: Expert Tips for Event Planners

Posted on March 18, 2025 by - RFP Best Practices

Romina Kwong's Expert Tips for Evaluating Hotel Sustainability

If you’ve felt like you’ve struggled to balance good intentions and sustainability with other critical event requirements, you are not alone.

Enter Romina Kwong, an event planner with an environmental studies degree and over 12 years of hospitality experience. She’s built her consultancy around bridging the gap between environmental sustainability and the practical demands of event execution.

Sitting down with Kwong, she shared her advice and practical approach to navigating sustainability in events, specifically at hotels, to help planners make more sustainable choices without sacrificing event quality or breaking budgets.

Where to Start with Sustainable Event Planning

Kwong starts initially by saying, “Go back to the basics of reduce, reuse, recycle.” The key to success is following the waste management hierarchy. 

Here’s how Kwong applies reducing, reusing, and recycling to sourcing and working with hotels:

Reduce First

“The first thing I look at is location,” says Kwong. She recommends evaluating a venue’s accessibility and impact on overall event transportation needs. “Do you understand where most of your attendees are coming from? Are they on the East Coast or the West Coast? Pick a city closest to most of them,” she advises. Additionally, look for venues “accessible by multiple modes of transportation, so you don’t have to drive there, you don’t have to take an Uber — you can take public transit, train, walk or bike.”

Reuse What’s Available

Next, Kwong points out an often-overlooked sustainability advantage of hotels: existing infrastructure. “Hotels have a lot of equipment or built-in AV that’s already on site, so you’re already reducing the transportation of items to and from the event venue itself,” she explains. This built-in benefit means “you’re not trucking thousands of chairs” or other equipment, reducing both costs and carbon footprint.

Recycle and Manage Waste

Planners should focus on recycling and waste management only after maximizing reduction and reuse. “Understand what can be tossed out in what bin and know that it’s different at every venue and city,” Kwong notes. She recommends speaking to the venue to find out who their waste management provider is and get the information from them directly.

Evaluating Venue Sustainability

When asked about finding venues that will support sustainability goals, Kwong outlines a systematic approach that any planner can follow:

Start with Location Strategy

“Look on Google Maps or a map to see where the hotel is in the city. Is it close to the airport? Is it far from the airport?” suggests Kwong. This broader view helps planners understand how the venue’s location will impact the event’s overall carbon footprint through transportation needs.

Research Digital Presence

“The second thing I look at is the property’s website,” Kwong explains. “Do they have a dedicated sustainability page? Do they address anything environmental related at all?” This initial research can quickly indicate whether sustainability is a priority for the venue and can suggest a like-minded partner.

Ask the Right Questions During the RFP process

Kwong recommends focusing on several key areas:

  • Waste Management Policies: “Understanding what is and isn’t allowed on site” helps planners plan for proper waste sorting and disposal.
  • Food Recovery Programs: Look for venues with established partnerships with food recovery organizations that can repurpose excess food.
  • Default to Reusables: “Prioritizing the reusables on site. Do they offer that first versus single-use cups or single-use water bottles?”
  • Building and Energy Efficiencies: Check if the property has implemented energy-saving features such as low-flush toilets, LED lighting, and movement sensors for lighting control.

Turning Sustainability Goals into Action

Once you’ve selected a venue, Kwong emphasizes that success lies in clear communication and proactive planning.

Communication is Key

“Sometimes you talk to the sales rep or your event manager at the hotel, and it doesn’t always get passed down to the people managing the event on-site that day,” Kwong notes. Her solution? Reiterate sustainability requests and reconfirm arrangements with on-site teams.

Simple Changes, Big Impact

Kwong shares a powerful example of an easy win: “We showed up at the hotel, and there were a lot of single-use cups and reusable cups at the coffee and tea stations. I said, ‘Hey, can we eliminate all the single-use items?'” The result? People used reusable mugs, and it didn’t cost any more money.

Measuring Success

When it comes to tracking sustainability efforts, Kwong recommends starting with waste management metrics: “The easiest one to tackle first is waste management, so the weight of everything — how much after your event went to landfill, how much went to recycling, and how much went to compost.”

Don’t forget about travel impact too. Track attendee travel emissions by collecting postal/zip codes or cities during registration, then use a tool like Purpose Net Zero to calculate the carbon footprint. Since transportation often accounts for the largest chunk of your event’s environmental impact, having this data gives you a more complete picture of your sustainability efforts.

Looking Ahead: Making Progress, Not Perfection

The Future of Sustainable Events

Kwong emphasizes that the events industry is at a turning point, similar to how food and beverage have evolved. “7 to 8 years ago, there were not a ton of options when it came to vegan or vegetarian options on a menu. And I think the more people demanded it, the more the industry had to shift and change,” she explains. “It’s the same thing here. The more planners ask for it, the more venues and everybody in the industry has to change and evolve.”

Key Takeaways for Planners:

  • Start Small and Build: “You don’t have to do everything,” Kwong emphasizes. Pick one or two things this year and add to them once you’re successful the following year.”
  • Focus on Communication: Include sustainability requirements in your RFPs and ensure they’re communicated to all levels of venue staff, from sales to on-site operations.
  • Look for Low-Hanging Fruit: Focus on changes that don’t increase costs first, like eliminating single-use items in favor of reusables already available at the hotel.
  • Track and Measure: Start with basic metrics like waste management, then expand to more comprehensive measurements as your program grows.

Kwong says, “Everyone wants to do their part, but they don’t necessarily know how to.” The key is taking that first step, no matter how small, and building on each success.

Resources for Planning More Sustainable Events

How to Win Association & Non-Profit Event Business

Posted on March 12, 2025 by - Industry News & Insights

LaTika Webster, NSBE and Jessica Jacobs, Visit Milwaukee share their story

Getting that association and non-profit business through the hotel door isn’t always easy. These groups come with their own quirks and challenges, but that makes our industry interesting, right?

We recently brought together two incredible women to discuss what it takes to build successful partnerships between hotels and associations: 

Their conversation revealed genuine insights into how hotels can build relationships that convert to bookings and what motivates associations to return. 

While the focus was on hotels and associations, the relationship-building strategies they shared apply just as well to CVBs, conference centers, and other venues looking to win group business. 

Here are key insights from what they shared.

How Personal Connections Drive Bookings

So, how did these two first connect? LaTika and Jessica realized that Hopskip initially brought them together. 

LaTika had sent an RFP through the platform for NSBE events, which landed on Jessica’s desk at her former hotel.

“When I reviewed the RFP,” Jessica explained, “I noticed LaTika had carefully called out the hot-button items for her group.” Instead of dismissing the business because it didn’t perfectly match their booking guidelines, Jessica picked up the phone.

“That first conversation lasted about an hour and a half,” she laughed. “We’re both talkers.” Rather than jumping straight into negotiations, Jessica focused on understanding the unique needs of NSBE’s student members.

This approach formed the foundation for NSBE booking two events at Jessica’s hotel. 

Their story also has a fun twist (of lemon).

“We connected through our love of French 75s,” LaTika shared. “Now, each time we get together, we carve out time to catch up over a French 75.”

Their friendship deepened when LaTika got stuck on a plane for seven hours – on what should have been a 17-minute hop from Chicago to Milwaukee. She missed all her pre-con meetings and arrived exhausted.

“Jessica had her staff leave a French 75 kit in my hotel room. When I finally showed up after missing an entire day, my French 75 was waiting for me.”

It wasn’t just about the cocktail—it was about Jessica remembering their shared tradition and finding a way to maintain it even when things went wrong. That kind of personal touch strengthens business relationships and makes planners want to return.

Watch the full recording

Catch all the laughs, practical tips, and behind-the-scenes stories that didn’t make it into this recap.

Creative Solutions for Space-to-Rooms Challenges

Let’s talk about the elephant in the room for most association businesses – that challenging room-to-space ratio.

LaTika likes to tackle these challenges head-on: “We deal with a primarily collegiate student demographic of collegiate engineers. We need lots of space for competitions and workshops. I started our conversation by saying, ‘I know our rooms-to-space ratio is off, let’s address that.'”

Jessica appreciated this transparency: “Every group has its own set of challenges or things that might seem a little off. It’s really just about being willing to work through those things.”

Together, they found four creative solutions:

  1. NSBE came to Milwaukee in November. “If anyone on the call isn’t from Milwaukee or hasn’t been there, it gets kind of cold in November,” Jessica noted. “When you’re coming in one of our need months, we might be able to be a little bit more flexible on our booking guidelines.”
  2. LaTika asked, “What are some other ways that I can bring value and spend to the property?” and proposed a multi-event contract. “I do multiple regional events for the same regions. What does the structure look like if we do a multi-event contract?”
  3. She connected a local NSBE chapter with Jessica to host their fundraising gala at the hotel. “Once that group came to me about their gala idea, I said, ‘I’m gonna send you right to Jess.’ We want to be good partners.”
  4. They partnered with Visit Milwaukee to explore additional resources for the event, creating what LaTika called a “trifecta of a partnership.”

The lesson? 

Don’t immediately reject a challenging ratio – have the conversation and get creative together. As LaTika puts it, “I ask my hotel partners, what can we do to be a good piece of business for you?”

Why Real Conversations Win More Association Business

Both speakers emphasized one game-changing approach: talk to each other.

“I make an effort to meet with every single property that submits a bid,” LaTika shares. “Part of the reason I do that is because it establishes that rapport early, but I’ll also say, ‘Let’s review your bid, and what I want to do is pre-identify areas that I know are out of alignment with what we typically see.'” 

This proactive approach means they’ve already flagged negotiation points before shortlisting.

Jessica has her own go-to question: Ask about past meetings:

  • What went well that made a destination or property stand out as a place you would return to? 
  • What issue in the past has caused you to not return to a city or to a property?

These answers help her “paint a picture of how that would go differently at my property in my city.”

She also warned against the copy-paste trap: “I can’t tell you how many RFPs I’ve seen where I review the meeting space needs, get my proposal together, we have a call, and the person says, ‘Oh, actually, sorry, that was from our meeting in 2014 in Portland.'”

“The only answer to a question you don’t ask is no,” LaTika says. 

Whether requesting custom menus for college students or explaining why a two-week cutoff is challenging when “my college students have to work around their academic commitments” – just ask!

Using CVBs as Strategic Partners

“The CVB is so important because it’s the authority on all the amazing reasons to bring your event to a city,” Jessica explained. “I know specifically with Visit Milwaukee, there’s so many services that we can offer once an event is booked in our city, on a complimentary basis.” These range from “volunteers at the airport to welcome people” to “signs around the city” and connecting planners with appropriate venues and experiences.

LaTika takes CVB partnerships further: “My conversation with CVBs goes beyond ‘Can you give us a rebate?’ I also talk about ‘help me identify companies headquartered in your city that there may be a potential partnership or sponsorship opportunity.'”

This approach helps bridge budget gaps while creating community connections. 

As LaTika points out, “Our budget hasn’t caught up to where the industry is yet. There are still some gaps. We are space intensive and that’s causing additional room rental in some cases where we didn’t pay before.”

It creates what she calls a “trifecta of partnership” – working with the hotel, the CVB, and potentially the national sales office. “I truly do truly have a trifecta of a partnership… I love to see these things come to fruition and everybody win. That’s my goal – how can everybody win in this scenario?”

Understanding Unique Demographics

Jessica naturally mentioned quantifiable metrics like “guest room block pickup” and food and beverage revenue—standard hotel metrics—to measure success.

LaTika brought a different perspective: “I look to that anecdotal feedback that I’m hearing through my boards about whether our students enjoyed themselves. Was the facility supportive of their needs? How did they feel about the community? Were we able to offer the number of workshops that we felt were a great number of workshops to support and educate our membership demographic?”

This matters because NSBE’s programs rotate through regions. 

“Our programs do rotate on a certain rotation that’s in the bylaws. So when our program goes back to Wisconsin, Milwaukee is always going to be on the radar.”

For student-led associations like NSBE, success means finding environments that work for college students. “We look for environments that are a good fit for a college student. Is it a walkable city? Are there things for them to do?” LaTika explains. 

She also needs hotels willing to accommodate unique needs – “Your incidentals per day is $50 but another one is $100” and “a hotel that’s willing to waive 3rd and 4th guest fees” makes a difference when dealing with college students.

LaTika documents everything meticulously because her board changes annually. “I may start a conversation about a year program with one board, but by the time we start the planning process, I’m working with an entirely new board.”

This makes those relationship-building moments with Jessica even more valuable – they create a foundation that transcends individual board members and builds institutional knowledge for both organizations.

“You’re Going to Hear From Me Again”

Throughout this session, both speakers emphasized the importance of playing the long game in this industry.

“This relationship holds true value for me,” LaTika says. “So if a deal doesn’t work this time, you’ll hear from me again for a future opportunity that might fit better.”

As Jessica transitioned from hotel sales to the DMO side, their partnership flourished—LaTika sources for six regions across the US, creating countless opportunities for ongoing relationships.

Maintaining authentic connections becomes even more valuable in an industry where staff turnover occurs frequently and roles change. The French 75s aren’t just a fun ritual—they represent genuine relationship-building that transcends specific properties or roles.

As LaTika said, “We’re all working toward supporting one another.” That support system might be the most valuable in today’s hospitality landscape.

Whether you’re a hotel, CVB, or venue, LaTika and Jessica’s strategies remind us that behind every RFP and contract are real people looking for partners who understand their needs and are willing to work together creatively to find solutions.

Want to see how Hopskip can help you connect with association planners? Request a demo today. And if you’d like to participate in future events like this one, follow us on LinkedIn to stay updated!

Hopskip is SOC 2 Certified: Why That Matters for Your Events

Posted on March 11, 2025 by - Company

Hopskip receives SOC 2 certification

Hopskip has achieved SOC 2 certification.

While that might sound like technical jargon, it’s actually a pretty big deal for anyone who uses our platform to book events and manage hotel proposals.

Protecting Your Sensitive Venue Sourcing Information

Security isn’t the most thrilling topic compared to landing that perfect venue or closing a big deal. But when you’re sharing sensitive event budgets, negotiating room rates, or discussing VIP requirements for your CEO’s leadership summit, you need to know that information isn’t floating around where it shouldn’t be.

Your trust means everything to us, and this certification is our way of backing up our promises with verified proof.

Behind the Scenes of Our SOC 2 Journey

We’ll spare you the boring details, but getting SOC 2 certified is no walk in the park. We partnered with Johanson Group LLP to put our security practices under the microscope, diving deep into how we:

  • Handle your data (and who can access it)
  • Protect against unauthorized access (the security stuff that keeps our tech team up at night)
  • Respond if something goes wrong (because preparation matters)
  • Train our team (because humans are often the weakest security link)

The process was intensive—but worth every minute to prove we’re serious about protecting your information.

What Enhanced Security Means for You

If you’re a planner:

  • Those confidential budget numbers you’re working with? Protected.
  • The side-by-side comparisons of hotel proposals with all their detailed pricing? Secured.
  • Your ability to negotiate the best possible deal without worry? Strengthened.

If you’re a hotelier:

  • The competitive rates you’re offering to win that big corporate event? Safeguarded.
  • Your property’s occupancy data and availability? Locked down.
  • Your ability to see where you stand against competitors without security concerns? Enhanced.

If you’re a DMO:

  • All that destination marketing data and competitive intel? Safe with us.
  • The information about your local hotels and venues? Protected.
  • Your strategy for attracting more events to your city? Secure.

Our Commitment to Ongoing Security for Your Business Event Bookings

Security isn’t a “set it and forget it” thing. It requires ongoing vigilance. We’ve implemented continuous monitoring and regular reviews to stay ahead of potential threats.

As we continue building new features to help you discover venues, compare proposals, and make booking decisions more efficiently, security will remain a cornerstone of everything we develop.

Thank You! 

A massive thank you to the team at Johanson Group, who guided us through this process. Their expertise was invaluable, and their approach matched our commitment to simplifying complex processes.

Most importantly, thank you to our fantastic community of planners, hotels, and DMOs who trust Hopskip daily. Your feedback and trust drive everything we do.

What Washington Has in Store for Events in 2025

Posted on February 21, 2025 by - Industry News & Insights

Taking the Industry’s Pulse

Top legal experts explain how new policies will impact events in 2025, from government spending to international travel.

We brought together some of the events industry’s leading legal minds to help our community understand what 2025 might have in store for the meetings and events industry. Barbara Dunn (Partner, Barnes and Thornburg LLP), Kelly Bagnall (Partner, Holland & Knight LLP), and special guest Joel Roberson (Partner, Holland & Knight LLP) joined us to break down the latest policy changes affecting events.

Remember, the content in this series is not legal advice. Every situation differs and depends on particular facts, applicable contract language, and more. Always consult your attorney with any specific questions.

Watch the complete webinar recording here. Our experts cover everything from government spending to international travel in detail.

What’s On People’s Minds?

During our webinar, we polled attendees to understand how these policy changes are affecting their organizations. Here’s what we learned:

The Big Picture:

  • 65% of the audience was actively monitoring policy changes but haven’t felt significant impacts yet
  • Only 4% expected no impact at all
  • 25% are already experiencing moderate to significant impacts

Top Concerns:

  1. Government Travel Restrictions (40%)
  2. Tariffs and Trade Impacts (18%)
  3. International Travel/Visa Issues (15%)
  4. Labor Force Changes (13%)
  5. DEI Requirements (10%)
  6. Fee Regulations (4%)

Department of Government Efficiency (DOGE)

The new Department of Government Efficiency aims to reduce government spending and streamline operations. Joel Roberson explained that the department has three main goals:

  • Reduce regulatory burden on the US economy
  • Decrease the number of federal government employees
  • Cut government spending (targeting about $500 billion per year)

With 91% of our webinar attendees reporting that up to 25% of their attendees are federal government employees, these changes could have widespread impact:

  • Government employee travel is becoming more restricted
  • Public health agencies have already been directed not to participate in outside events
  • Federal spending on events and conferences will face increased scrutiny
  • Events held outside Washington DC may receive particular attention as potential areas for cost-cutting
  • Venues that rely heavily on government business may need to diversify their client base

Diversity, Equity & Inclusion (DEI) Changes

The new administration issued executive orders on day one that significantly changed federal DEI policies. As Joel Roberson explained, these orders:

  • Roll back the previous administration’s DEI commitments
  • Argue that certain DEI efforts could be considered illegal discrimination
  • Remove DEI requirements and incentives from federal contracts
  • Include the key phrase “as permissible under applicable law”

What This Means for Events:

  • Federal Buildings: Some organizations have already been instructed not to host DEI-focused events in federal buildings
  • Contract Requirements: Previous DEI-related contract incentives for federal contractors are being rolled back
  • State vs. Federal Rules: Here’s where it gets tricky — you might need to follow different rules depending on where your event is held. For example, California might require specific DEI commitments while federal regulations move in the opposite direction.

Practical Tips:

  • Focus on business objectives when crafting DEI policies
  • Internal DEI policies for business purposes generally remain acceptable
  • Be aware that different venues may have different requirements based on ownership
  • For federal contracts, review any DEI-related clauses with your legal team

Labor Force & Immigration

An overwhelming 83% of attendees expressed concern about the labor force servicing meetings and events, making this one of our industry’s most pressing issues.

Recent policy changes are affecting the hospitality industry’s workforce in two key ways:

  • Increased immigration enforcement across the country
  • More scrutiny of work authorization documentation

For Planners:

  • Build more flexibility into your contracts around service levels
  • Consider discussing staffing contingency plans with your venues, service levels could be impacted if venues lose workers
  • Be prepared for potential cost increases related to labor
  • Include backup plans for key event services
  • =

For Hotels:

  • Hotels and venues might face sudden staffing changes
  • Immigration and Customs Enforcement (ICE) can access properties with their own warrants — no judicial warrant is required
  • Hotels should prepare front desk and operations teams for potential enforcement visits
  • Having proper documentation readily available is crucial
  • Consider developing communication plans for both staff and guests
  • A sudden workforce shortage could affect:
    • Service delivery capabilities
    • Pricing for services
    • Ability to fulfill contract obligations

Planning Ahead:

Barbara Dunn put it well: “Hope for the best, plan for the worst.” and outlined some practical steps:

  • Include flexible language in contracts about service levels
  • Build in contingencies for increased costs
  • Keep communication channels open between planners and venues
  • Document any agreed-upon service level expectations

International Travel & Visa Processing

The expert panel highlighted three key changes expected to impact international travel:

  • Slowdowns in visa processing
  • Potential shifts in how the State Department prioritizes visa applications
  • A reduced federal workforce could impact processing times

For Planners:

  • Start your international attendee outreach earlier than usual
  • Consider offering hybrid options for international participants
  • Build more flexibility into speaker agreements
  • Be prepared for some international speakers or attendees to face challenges attending
  • Review force majeure and cancellation clauses with international considerations in mind

For Hotels:

  • Be prepared to work with planners on flexible terms for international groups
  • Consider adding language to contracts about international attendance expectations
  • Keep communication channels open about any changes in group size due to visa issues

All-In Pricing (Also Known As “Junk Fees”)

In December 2024, the Federal Trade Commission (FTC) introduced new rules about price transparency. While 84% of attendees believe current all-in fee legislation impacts group sales contracts, our legal experts clarified an important distinction. These rules mainly affect consumer bookings.

For Group Contracts:

  • You’ll likely still see separate line items for room rates, resort fees, and other charges
  • Groups can still negotiate these fees as part of their contracts
  • Current contract structures for group business remain primarily unchanged

For Hotels:

  • Many hotel brands support having one national standard
  • This could help create consistency across different states
  • Hotels want the same rules to apply to all accommodation types, including short-term rentals

Practical Tips:

  • Review how fees are broken down in your contracts
  • Ask for detailed explanations of any administrative or service fees
  • Consider specifying or “fencing in” specific fees when possible
  • Keep an eye on state-specific requirements that might affect your events

Tariffs & Trade

The new administration is using tariffs as a negotiating tool, which is affecting various aspects of the events industry. Recent changes include:

  • A new 10% tariff increase on Chinese goods
  • Temporary tariffs on Canadian and Mexican imports
  • Potential new trade policies with European partners

For Planners:

  • Build flexibility into contracts for renovation completion dates
  • Consider the impact on food and beverage minimums
  • Review attrition clauses with current market conditions in mind
  • Ask about renovation schedules and contingency plans

Barbara Dunn suggests asking key questions like:

  • What type of construction would trigger a notice to groups?
  • How much notice will venues provide?
  • What are the options if renovations affect your event?
  • How will venues work with groups to find solutions?

For Hotels:

  • Construction and renovation costs may increase
  • Materials like lumber, steel, and drywall are already seeing higher prices
  • Project timelines might need to be extended
  • Renovation schedules could face delays

Key Action Items

For Planners:

  • Review your contracts with these new policies in mind
  • Build in more flexibility for international attendance
  • Start planning earlier than usual for 2025 events
  • Keep open communication with your venues about concerns

For Hotels:

  • Train teams on new policies and requirements
  • Stay current with state and federal regulations
  • Maintain clear communication about renovation schedules
  • Document contingency plans for workforce changes

For All Industry Professionals:

While 2025 brings new challenges to our industry, the key to success remains the same: open communication and flexibility between planners and venues. 

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