Event Disaster Preparedness: Expert Legal Insights for Meeting Planners & Hotels

Ever had that nagging feeling about what could go wrong at your next event? You're not alone. That's why HopSkip brought together two of the hospitality industry's leading legal minds — Kelly Bagnall and Barbara Dunn — to tackle the tough questions about event disasters and how to handle them. Here's a brief summary of what was shared, and what we learned.

Want to dive straight into the webinar? Watch the full recording here. But if you're short on time, key insights are summarized below.

What Keeps Planners Up at Night?

Our interactive poll revealed that security incidents top the list of planner concerns (40%), followed closely by natural disasters and weather events (29%). No surprises there — we've all seen how quickly a weather event can throw a wrench in even the most meticulously planned meetings and events.

Weather Events: Beyond Force Majeure

Here's the thing about weather — it's not just about having a solid force majeure clause (though that's important!). Both Kelly and Barbara emphasized that it's about being smart and prepared. Here's what you need to know:

Understanding Your Force Majeure Clause

You know that lengthy legal language in your contracts? It needs two key elements:

• The actual bad thing that happens (your "triggering event")
• How that bad thing impacts your event's performance

Kelly shared a story that really drove this home — two groups canceled their Dallas events because of storms in Beaumont, Texas (seven hours away!) and ended up owing cancellation fees. Ouch.

"Common sense overrides everything. When thinking about scenarios like hurricanes, you have to consider the practicability of bringing a whole group of people to a city."
— Barbara Dunn, Partner, Barnes & Thornburg LLP

Documentation Is Your Best Friend

When weather threatens your event, keep track of:

• Every. Single. Communication.
• What airlines are saying
• Official weather forecasts
• Your decision-making process

"Don't have a knee-jerk reaction and end up owing a cancellation fee because your knee-jerk reaction didn't come true." — Kelly Bagnall, Partner, Holland & Knight LLP

Data Security: A Modern Challenge

Let's be real — data security isn't the most exciting topic, but it's crucial. Here's what our experts want you to focus on:

Understanding Different Types of Data Risks

Think beyond just data breaches:

• Actual data breaches (the scary ones)
• Data misuse (sometimes accidental, always problematic)
• System vulnerabilities (those technical weak spots)
• Process gaps (where human error creeps in)

Your Vendors Matter (More Than You Think)

We can't stress this enough — your event is only as secure as your least secure vendor. Before signing those contracts:

• Really read those vendor agreements (yes, all the fine print)
• Know exactly how they handle your data
• Check their insurance coverage
• Make sure everyone knows who's responsible for what

"You're only as strong as your weakest link. When the data comes in the door, it needs to be clean, meaning we have permission to do with it what we need to do and then pass it down the chain." — Barbara Dunn

Have a Technology Contingency Plan

See what Barbara said above about being only as strong as your weakest link? That definitely applies to technology. Here's what you need:

• Plan B (and C) for your critical systems
• Regular testing of those backup plans
• A way to run things offline if needed
• Clear steps for getting back up and running

Labor Considerations: A Growing Concern

Let's talk about something that's becoming increasingly important: labor issues. Both Kelly and Barbara had some thoughts here:

Think Beyond Strikes

Labor impacts can come in many forms:

• Traditional strikes
• Staffing shortages
• Service disruptions
• Informational picketing

Contract Smart

Here's something interesting: Kelly recommends keeping labor issues separate from your force majeure clause. Instead:

• Create specific labor-related provisions
• Define clear triggers for action
• Include communication requirements
• Spell out exactly what constitutes a labor issue

Have an Operations Backup Plan

You already know something is going to happen, so have a plan for it:

• Keep alternative staffing plans ready
• Know how you'll modify service if needed
• Have clear communication plans ready to go (training here is key!)
• Know who's telling what to whom

Creating Your Emergency Response Plan

We get it; emergency planning isn't the fun part of event planning. But as our experts emphasized, it's absolutely critical to protect your even, attendees and company. Here's how to make it manageable:

Start with the Basics

Think of this as your emergency planning foundation:

• List out what could go wrong (be realistic but thorough)
• Assign clear roles (who does what when things go sideways)
• Create your communication chains (who talks to whom)
• Keep your vendor contacts updated (all of them)
• Know where your emergency info lives (and make sure others do too)

Make It Real with Training

A plan is just a document until you practice it:

• Run those training sessions (yes, even the awkward ones)
• Practice with your vendors (they need to know their part)
• Test your communication plans (before you need them)
• Make sure everyone can access what they need

Keep It Fresh

Remember Kelly's point about annual updates? Here's what that looks like:

• Review everything once a year (minimum)
• Update after each event (what did you learn?)
• Stay current with industry best practices
• Check all those contact lists (people move around)
• Update as technology changes

"If you're not updating your emergency plan annually, you're probably behind."
– Kelly Bagnall, Partner, Holland & Knight LLP

Here's What You Can Do Right Now

1. Pull out your emergency response plan (you have one, right?)
2. Check when you last updated it
3. Schedule a review with your team
4. Test your communication protocols
   

Need Some Help Getting Started?

Our experts recommended some great resources to help you develop or improve your plans:

• Check out MPI, PCMA, and IAEE — they've got solid resources
• Talk to your insurance carrier (you're already paying them, might as well use their expertise!)
• Consider working with security consultants for specific needs

Found this article helpful? There's even more to learn from the recording. Watch the complete webinar for in-depth insights from our legal experts. 

What's Next?

We know this is a lot to take in. That's why we've built tools into HopSkip's platform to help you manage contracts and protect your events more effectively. Want to see how we can help? Let's talk.