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.
Industry Pulse: What's On People's Mind?
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 you are actively monitoring policy changes but haven't felt significant impacts yet
- Only 4% expect no impact at all
- 25% are already experiencing moderate to significant impacts
Top Concerns:
- Government Travel Restrictions (40%)
- Tariffs and Trade Impacts (18%)
- International Travel/Visa Issues (15%)
- Labor Force Changes (13%)
- DEI Requirements (10%)
- Fee Regulations (4%)
Department of Government Efficiency (DOGE)
What's Happening:
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)
What This Means for Events:
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
What's Happening:
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.
What's Happening:
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
What This Means for Events:
- Hotels and venues might face sudden staffing changes
- Service levels could be impacted if venues lose workers
- Labor costs may increase as the workforce market tightens
For Planners:
- Build more flexibility into your contracts around service levels
- Consider discussing staffing contingency plans with your venues
- Be prepared for potential cost increases related to labor
- Include backup plans for key event services
For Hotels:
- 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:
What's Happening:
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
What This Means for Events:
- Build in longer lead times for visa processing
- Expect possible delays in passport renewals
- Be prepared for some international speakers or attendees to face challenges attending
Practical Tips
For Planners:
- Start your international attendee outreach earlier than usual
- Consider offering hybrid options for international participants
- Build more flexibility into speaker agreements
- 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"):
What's Happening:
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.
What This Means for Events:
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:
What's Happening:
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
What This Means for Events:
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 Event Industry Professionals
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.
Want to stay informed? Follow HopSkip on LinkedIn and sign up for HopSkip's newsletter to get the invitation to our next webinar and receive more industry insights.