Tag: Event Sourcing Best Practices

What Every Event Planner Needs to Know About Music Licensing

Webinar graphic titled “What Every Event Planner Needs to Know About Music Licensing” featuring headshots of Barbara Dunn and Michael Owen.

There’s nothing quite like music to set the tone for an event. Whether it’s energizing a room before a big keynote or filling awkward silence between sessions, the right track can turn a meeting into a memorable experience. But with great playlists come great responsibilities—specifically, legal ones.

That’s the message industry veterans Barbara Dunn (barbaradunnlaw.com) and Michael Owen (EventGenuity) drove home during their recent webinar, “Legalese with the Lady: Music Licensing for Business Meetings.” They pulled back the curtain on music rights and offered some much-needed clarity for event planners. Here’s a quick walkthrough of their most practical takeaways.

Why You Can’t Ignore Music Licensing

Music might feel like background filler, but it plays a starring role in the emotional arc of an event. As Owen put it, “Imagine your CEO being announced on stage without music. It just feels… off.” That energy—the lift, the excitement—is why music is so valuable. And when something has value, it’s protected.

Dunn reminds planners that music is considered intellectual property, just like photos or artwork. “Our laws are built to protect creative works,” she says. That means you’re dealing with something someone owns every time you hit play.

So, What Exactly Is a Music License?

Think of a license as a formal permission slip. You’re not buying the music itself—you’re paying for the right to use it in a specific context. This applies whether using live musicians, playing a recorded track, or piping in hold music during a breakout session.

Owen breaks it down simply: “You want to borrow music—and you want to do it the right way.” Without the proper license, you could be on the hook for more than just a slap on the wrist.

The Hidden Risk: Who’s Responsible?

Here’s where things get real. If unlicensed music is played at an event, it’s not just the DJ or AV team who’s in trouble. It could be the event host, the planner, the venue, or even the brand sponsoring the event.

Dunn doesn’t mince words: “Vicarious liability is real. If you’re in charge, you could be held responsible.” That risk isn’t just theoretical—it could mean fines, lawsuits, or reputational damage that’s hard to shake off.

Blanket Licenses: The Smart Shortcut

The good news? You don’t need to license every song individually. Organizations like ASCAP and BMI cover most commercially available music—up to 98% of what you’d ever want to play. A “blanket license” from them gives you wide-ranging coverage across thousands of songs.

Sure, it might feel like extra paperwork. But Owen puts it in perspective: “It’s like hiring an EMT for your event. Hopefully, you never need it. But if you do, you’ll be glad they’re there.”

Myths That Trip Up Planners

One of the most common misconceptions? That private, invitation-only events don’t count as public performances. Not true. As Owen explains, “The law sees any gathering beyond close family or friends as a public performance—even your corporate board meeting.”

There are only a few narrow exceptions, like religious services or in-person classroom teaching. Unless your event clearly falls into one of those buckets, assume a license is required.

Cost vs. Consequences: It’s Not Even Close

A lot of planners hesitate over the cost, especially for smaller meetings. But as Dunn points out, “It’s easier—and cheaper—to keep you out of trouble than to get you out of it.” Fines for infringement can stack up fast, not to mention the legal headaches and PR mess.

Compared to the price of a license, it’s just not worth the risk.

The Takeaway: Respect the Music, Respect the Process

Music can be the soul of an event—but only if it’s used responsibly. As Dunn says, “Licensing protects the rights of artists and keeps your event compliant.” Owen, reflecting on the role music plays in his own life, sees it as more than entertainment: “Music enhances every moment.”

Bottom line? Don’t let licensing confusion derail your event. With a little planning and the right permissions, you can amplify your impact—without stepping on any legal landmines.

Wrap-Up: Stay Tuned, Stay Legal

Music has the power to elevate every moment of your event—but only when it’s used legally and thoughtfully. As a planner, you’re not just curating experiences; you’re managing risk, protecting your clients, and upholding the creative rights of artists.

So before you press play at your next meeting, make sure you’ve got the proper licenses in place. It’s a small step that goes a long way toward keeping your events compliant, professional, and unforgettable.

Want more insights on avoiding legal pitfalls and planning smarter events?
Explore free resources and expert tips at the Hopskip Sourcing Academy.

Designing Events That Drive Impact: A Conversation with GoGather’s CEO

Portrait of Brian Kellerman, CEO and Founder of GoGather, smiling in a dark GoGather-branded polo next to the headline “Creating a Positive Event Atmosphere” and the GoGather logo on a clean white background.

Featuring insights from GoGather CEO Brian Kellerman and Hopskip CEO Sean Whalin

In today’s fast-moving events landscape, delivering standout experiences requires more than good logistics—it requires strategic thinking, creativity, and strong partnerships. During our recent webinar, Sean Whalin, Co-founder and CEO of Hopskip, sat down with Brian Kellerman, Co-Founder and CEO of GoGather, to explore what today’s most successful planners are doing differently.

From choosing the right venue to navigating real-time challenges, this conversation was packed with practical takeaways for anyone responsible for planning events that truly resonate.

Start With the “Why”

As Brian put it, every memorable event starts with purpose. Getting leadership buy-in early ensures the event aligns with broader business goals. When planners have clarity on why the event is happening, they can design moments that feel intentional and drive real connection.

Venue = Experience

Sean and Brian emphasized that the venue does more than check boxes—it sets the tone. The right venue reinforces your goals, meets logistical needs, and elevates the overall experience. It’s not just about space—it’s about the vibe. Does it match the energy you’re trying to create?

Design With Humans in Mind

With in-person events making a strong comeback, attendees crave more than just sessions—they want connection. Brian shared how thoughtful programming, unexpected moments, and time for networking all contribute to events that feel human and unforgettable.

Relationships Matter (a Lot)

Great events don’t happen in a vacuum. Sean and Brian underscored the value of strong relationships, especially with your venue partners and local vendors. Those trusted relationships become your secret weapon when challenges pop up (and they will).

Stay Flexible, Stay Informed

Even the best-laid plans hit snags. Brian shared how coming to the table with multiple options helps leaders stay flexible. Understanding venue logistics deeply and leaning on trusted partners can keep your event on track, no matter what gets thrown your way.

Think Beyond the Ballroom

Attendees remember how an event felt. That means thinking beyond the agenda about how attendees will move, gather, and unwind. Whether building in local flavor or creating inviting spaces to recharge, every detail matters when designing for engagement.

Lean Into Community

Brian closed by saying, “Don’t go it alone.” Whether you’re new to planning or a seasoned pro, tapping into your community—peers, partners, platforms like Hopskip—can surface creative ideas and help you stay ahead of the curve. Kellerman encourages planners to lean into their community for support.

He observes that many event planners naturally tend to work independently, but he advises, “Build that community. Don’t be afraid to ask for help.” Reaching out to partners, peers, and industry experts can lead to innovative solutions and enhance event outcomes.

Conclusion

From aligning stakeholders to sourcing the perfect venue, today’s most impactful events are rooted in clarity, creativity, and collaboration. At Hopskip, we’re proud to support planners with tools that simplify sourcing, streamline communication, and help turn vision into reality.

To learn more about GoGather and connect with industry leaders like Brian Kellerman, visit gogather.com and engage with them on social media platforms.

Watch the full conversation on demand: Watch the full recording here


The Case for Single Hotel Contracts Over Addendums

Introduction:

In a recent HopSkip webinar, industry experts Sean Whalin (Co-founder and CEO of HopSkip), Barbara Dunn (Partner at Barnes & Thornburg LLP representing groups), and Lisa Sommer Devlin (Devlin Law Firm, P.C. representing hotels) discussed the common practice of attaching company addendums to standard hotel contracts.

Unlocking Leverage: Expert Tips for Negotiating Hotel Deposits

Introduction:

In a recent HopSkip webinar, industry experts Sean Whalin (Co-founder and CEO of HopSkip), Barbara Dunn (Partner at Barnes & Thornburg LLP representing groups), and Lisa Sommer Devlin (Devlin Law Firm, P.C. representing hotels) discussed the challenging issue of high hotel deposits for event bookings.

Barbara shared: hotels are now demanding heftier and more frequent deposits, even from those with sterling credit. “Leverage is everything,” she advised, hinting that savvy negotiators could reduce subsequent deposit demands after the initial payout.

But Lisa Sommer Devlin painted a stark picture of the hotels’ perspective, revealing a deep-seated fear of unpaid bills that has only intensified in recent years. Her advice? A solid payment history and glowing recommendations could tip the scales in your favor.

As the conversation heated up, both experts dismissed the idea of escrow arrangements as a costly and impractical solution, underscoring the delicate dance of negotiation needed to balance trust and security in these high-stakes dealings.

10 Tips to Boost Your Hotel Event RFP Response Rate

Introduction

In the dynamic world of business meetings and events, efficiency is key. Your success hinges on how effectively you can communicate with your hotel suppliers, and that communication begins through your RFPs (Request for Proposals).

As a planner, your ability to elicit swift and suitable responses from hotels can significantly impact the success of your events. This guide delves into ten key strategies to consider implementing in your RFP process, leading to quicker, and more aligned responses from hotels. 

Addressing Economic Downturns in Your Hotel Contract Clauses

The information provided in this video does not, and is not intended to, constitute legal advice; instead, all information, content, and materials available on this site are for general informational purposes only. Information in this video may not constitute the most up-to-date legal or other information. Readers of this website should contact their attorney to obtain advice with respect to any particular legal matter.

Introduction:

Hotel contracts are like high-stakes bets on the future, and the unpredictability of economic cycles can make these bets even riskier. Both hotels and meeting planners aim to mitigate risks, but how can this be done when economic downturns are factored in?

In our recent webinar, Sean Whalin (Co-founder and CEO of HopSkip) sits down with legal experts Barbara Dunn (Partner at Barnes & Thornburg LLP representing groups) and Lisa Sommer Devlin (Devlin Law Firm, P.C. representing hotels) to discuss the complexities of incorporating economic downturn clauses in hotel meeting and event contracts.

TL;DR:

What Clauses Can Be Added to Hotel Contracts to Mitigate Economic Downturns?

  • Hotel contracts are futures agreements, locking in terms of future services and inventory.
  • Both parties assume risks and modifying contracts based on economic downturns usually gets pushback.
  • Experts suggest booking conservatively and building flexibility into contracts rather than relying on economic downturn clauses.
  • Site selection and best-rate negotiation can also provide buffers against economic uncertainty.

Rebates In Your Hotel Contracts

The information provided in this video does not, and is not intended to, constitute legal advice; instead, all information, content, and materials available on this site are for general informational purposes only. Information in this video may not constitute the most up-to-date legal or other information. Readers of this website should contact their attorney to obtain advice with respect to any particular legal matter.

In this video, you’ll learn what rebates are in hotel contracts and why hotels are sensitive to making sure the group discloses the rebate to their attendees.

Check out what Barbara Dunn (Partner at Barnes & Thornburg LLP, representing groups) and Lisa Sommer Devlin (Devlin Law Firm, P.C. representing hotels) have to say in Legalease With the Ladies- powered by HopSkip!

Disclosure of Third Party Payments, Rebates, and Commission

The information provided in this video does not, and is not intended to, constitute legal advice; instead, all information, content, and materials available on this site are for general informational purposes only. Information in this video may not constitute the most up-to-date legal or other information. Readers of this website should contact their attorney to obtain advice with respect to any particular legal matter.

In this video, you’ll learn what third-party payments, rebates, and commissions are and why they are used. As well as, things to consider when groups attempt to seek rebates.

Check out what Barbara Dunn (Partner at Barnes & Thornburg LLP, representing groups) and Lisa Sommer Devlin (Devlin Law Firm, P.C. representing hotels) have to say in Legalease With the Ladies- powered by HopSkip!