Tag Archives: LGBTQ

8 Destination and Site Selection Tips Updated for Our Times

8 Destination and Site Selection Tips Updated for Our Times

It used to be much easier to select destinations and sites/venues for meetings and events: rates, dates and space were the common denominators.

Today, regardless of which side of the political or cultural divide you sit (or stand or march) on, you are, I hope, aware of the many issues and laws just in the United States that impact booking and holding meetings. I’ve written about it before in previous blog posts for Meetings Today titled “What Do You and Our Industry Stand For?,” “2017 Meetings Industry Hopes & Predictions” and “When Laws and Meetings Collide: Go, Stay or Boycott?

Why have I repeatedly written about and returned to this topic?

Because those in positions of authority in our industry first touted U.S. President Donald Trump as “one of us”—he owned hotels and golf courses and certainly would  help to make tourism and travel more robust. Because as time has gone on, the executive orders and proposed U.S. budget have caused an awakening of the damage that can be done to hospitality with the stroke of a pen. And because I have experienced the impact of changing times and laws on meetings and booking meetings for clients and from colleagues. It appears, with the latest news about the travel ban, that there are still questions about who may or may not come into the United States.

And the laptop ban? We’re still uncertain about the impact it will have, especially if it is expanded. [Editor’s Note: it appears laptops are safe for now.]

In case you weren’t following closely, here’s a timeline of our industry’s reaction to the election of our current president and the subsequent actions impacting meetings, tourism and travel.

On Nov. 9, 2016, the U.S. Travel Association (USTA) congratulated Donald Trump on his election as the 45th U.S. President and said they thought he would be good for our industry because he was a part of it.

On Jan. 23, 2017, the industry again expressed its eagerness to work with the Trump Administration.

Then came what is now known as the original “travel ban” executive order, and on March 1, 2017, the impact of the “Muslim travel ban” and its cost to the U.S. was expressed in this article from The Independent, one of many articles from in and outside of the U.S.

On March 9, 2017, there was more discussion about the “travel ban”—now with more questions because of the U.S. Supreme Court’s ruling—again confusing us all.

On May 17, 2017, The Hill published an article describing alarm over the potential of an expanded laptop ban within the travel industry.

On May 23, 2017, the Los Angeles Times published an article on the travel industry’s outrage following the announcement of President Trump’s proposed budget, which included a funding cut for the Brand USA marketing program.

On June 16, 2017, after airline, hotel, tour and travel companies—and many associations—had already begun the process of working with Cuba, President Trump announced an updated policy making it harder to do business in or travel to the Caribbean island nation.

In addition to the laptop concerns, which made it complicated for those traveling from other countries—especially for speakers and presenters who rely on their laptops or tablets to do work while on the road and to use for their presentations, foreign visitors now face even more visa application restrictions that require some applicants to submit their social media handles, thus giving up a great degree of privacy.

And here’s more information about the TSA and Homeland Security’s stricter security measures for travel that may discourage international visitors in the U.S.

Of course there are issues in the majority of U.S. states impacting our industry. If you’ve not kept up with what happened in North Carolina because of their so-called “bathroom law,” search it. There’s so much written about the business impact of the bathroom bill that the links would consume this entire blog.

North Carolina wasn’t the only state to pass or consider a “bathroom bill.” As noted in the July 2016 Friday With Joan newsletter, the American Counseling Association pulled out of Tennessee because, even after trying to work with the governor and state legislature, a law in direct opposition to their work, was enacted.

And then there’s this:

AILA leaves TX for 2018 over sanctuary city law. I was also told at least one other association canceled their Texas meeting because of the anti-sanctuary city law. A full account of this was unable to be obtained after contacting multiple Texas DMOs (aka CVBs). You can follow ongoing industry issues at Texas Competes.

From the Houston Chronicle, concern was expressed about boycotts of Texas over a variety of laws, including the sanctuary cities ban.

PCMA pulled out of Houston while in “pre-contract phase” in anticipation of the special session called by Texas Governor Greg Abbott in which he and others hope the state will enact an anti-transgender law (aka “bathroom bill”) similar to North Carolina’s. Follow along at Equality Texas for updates. Texas did pass this law that limits adoption by LGBTQ persons, which is causing groups to reconsider Texas as a destination for meetings.)

Another group has stated they may leave Houston if a “bathroom bill” is passed in Texas.

Beyond social and other like issues that impact who can travel and from where and how, many states and political subdivisions are attempting to enact laws to raise taxes to fund convention center expansions or built stadiums or fund other needed infrastructure or housing in their communities. In addition to reading tweets at @meetingstoday where we post links to tax laws, subscribe to the local or regional business journals or, if they exist, digital newspapers or alerts on “hotel” or “tourism” taxes to keep up to date. An increase of even 1% in room or sales taxes can have an impact on your budget.

So what is this all building up to? I wanted to provide Meetings Today and Friday With Joan readers with a list of eight actions planners—and our supplier partners in asking for and providing information—can take to help them navigate the destination and site selection process in modern times.

1. Know the mission, bylaws, policies and stands on social and economic issues of your company, organization and clients. If you don’t already know, make sure you research this information. It will help in your planning!

2. Know your audience. And that’s not just who will attend your meeting. Also know their families and traveling companions who want to feel safe and included.

3. Question management about the impact the passage of laws (federal, municipal or state) would have on your meetings, its participants and vendors, including potential boycotts or travel restrictions impacting attendance and image in the public square.

4. Revise your RFP to include the issues that are most important to your group, the ones that influence where and why you book and don’t.

5. After revising your RFP, also update it to include questions about the following:

  • Pending laws on raising taxes or ones that may impact individuals coming to the state or city, or from or to other countries.
  • Contractual provisions for “impossibility” in stopping the meeting if a law is passed that is in direct opposition to your organization’s mission and on attrition if the meeting moves forward and is boycotted by a percentage of persons impacting attendance, room pick up and other provisions (See the sidebar for more on this language and how and why it was developed by one major EIC (formerly CIC) member, the American Society of Association Executives (ASAE)). This may also impact some professions such as medical, journalism, or legal who may be called into service in case of critical situations.

6. Work with an industry attorney on crafting language to negotiate and explain provisions in your RFP upfront to any destination and venue you are considering and to vendors with whom you may contract (See the Academy of Hospitality Industry Attorneys (AHIA) for a list of its members).

7. Stay on top of the news and bring issues to management and/or your board of directors—before they bring them to you—that may impact your in-place contracts, the meeting or event attendance, image and sales or membership.

8. Develop a strategic plan for communications within your organization to ensure the future planning of meetings is well-informed.

Look, I’ve been there and in fact just spent two months working through issues for a client in trying to manage a cancellation and rebooking because of some of these issues. As early as the late ‘70s and early ‘80s, I was managing meetings and negotiating provisions that impacted groups because of specific laws.

Then it seemed clients thought they would be OK … until they weren’t.

ASAE’s direction and PCMA’s stand are just two industry specific examples. I hear from many who are working with their attorneys and vendors to refine for them and negotiate into contracts or addenda what is now referred to as the “ASAE Clause” (see sidebar).

We have an obligation to be smart about and up to date on the issues that affect us. We also have an obligation to work with our business partners upfront on all the issues that may impact our meetings, no matter how difficult it may seem. To not do so can be costly in dollars and reputation.

Disclaimers: for this and all editions of Friday With Joan and other periodic blogs written by the author, the information is not intended as legal advice. Should you need the services of a lawyer (or other professional) you should contract for the services. And, as always, the views expressed by contributing bloggers and respondents are their own and do not necessarily reflect the opinions of Meetings Today or its parent company.

Click here to view additional content in the 07.07.17 Friday With Joan newsletter.

What Do You and Our Industry Stand For?

Originally Posted Meetings Today Blog

I have written about whether groups should consider boycotting or pulling meetings and other business from states where laws are passed that are in direct opposition to their work or positions on diversity and inclusion. This includes laws that could potentially discriminate against and/or harm those who attend their conventions.

Richard Yep, CEO of the American Counseling Association (ACA), was interviewed in this article included in the July 2016 edition of Friday With Joan and in ASAE’s Associations Now about what his association did, including talking with the governor of Tennessee to try to keep a bill from becoming law, to try to stay in Nashville for their annual meeting. The state passed a law that made it impossible for ACA to meet there.

The Texas Legislature is in the process of considering what has become known around the U.S. as a “bathroom bill.” This and other proposed bills that are considered anti-LGBTQ are causing colleagues, organizations and companies to look closely at their policies—primarily ones on diversity and inclusion, and bylaws and missions—to determine what they will do regarding booking business in states like North Carolina and Tennessee where such bills have been passed and signed into law.

In another publication, ASAE President and CEO John H. Graham IV spoke about the outlook for meetings in 2017 and shared his views on the importance of diversity and inclusion and tracking laws such as those passed and those proposed. In MPI’s Meeting Professional publication, U.S. Travel Association CEO Roger Dow shared a different view of potential actions by companies and organizations in a situation where a law that they do not agree with is passed. The article was first published on the Huffington Post blog.

Dow argues that “we’re all better off when travel is not weaponized through bans and boycotts, but instead used as a unifying force for building understanding.” He then gives examples of destinations or entire states (North Carolina, Indiana, Mississippi, etc.) that lost business due to passed legislation.

While I believe the issues raised by Dow are critical because fewer jobs or less well-paying jobs hurt individuals and communities, I believe as strongly that potential harm to communities—and to those who travel on business or come to cities for conventions and conferences—must be considered when determining to boycott a city, hotel company or other business/destination whose practices are not in sync with one’s personal beliefs or the beliefs representative of a specific organization.

This blog will be published on the day on which a new U.S. President is being inaugurated and you may read it after he is. It comes after a weekend when a sitting member of Congress, a civil rights leader and 30-year U.S. House of Representatives member, John Lewis (D-GA), spoke out against the legitimacy of the election of the new U.S. President.

After Mr. Lewis’s comments, Mr. Trump tweeted the following:

“Congressman John Lewis should spend more time on fixing and helping his district, which is in horrible shape and falling apart (not to…… mention crime infested) rather than falsely complaining about the election results. All talk, talk, talk – no action or results. Sad!”

[This message was written over two tweets].

If you are not familiar with John Lewis and his life of action that yielded results, you can read more from The Atlanta Journal-Constitution and on Biography.com. [It was reported by reliable sources that the incoming U.S. president was not familiar with John Lewis, which I found abhorrent. I share the views of Charles M. Blow, a writer for The New York Times]. I wish I had Mr. Lewis’ energy to do all he has done to move the world toward justice.

In the Jan. 2017 edition of Friday With Joan, which contains one of the many blog posts that I regularly write for Meetings Today, I wrote about the importance of meetings bringing people together.

Consider this a call to action for you to bring these topics to discussion in the comments area below and in your own organization and families:

  • What do you stand for?
  • In what instances will you speak out, individually or as a company, about the rights of others—whether it’s the right to use a restroom or the pay employees receive (including the rights and pay of hotel higher-ups or of hotels themselves versus line workers in hotels, for example); the rights and pay of women or the rights of immigrants on whom our industry is dependent?
  • How are you working to better the world and the conditions in which we all live?
  • Would you do what some Texas DMOs and PCMA (during PCMA’s Convening Leaders in Austin) did? [You are encouraged to read the comments, some are frightening and important to know]. And here’s more news on the Texas Welcomes All coalition.
  • Are you making your meetings truly sustainable and seeking vendors and venues that practice human sustainability as well as “greening” efforts that benefit our world?
  • If, as stated in Roger Dow’s article, a great percentage of planners do not believe boycotts are effective, what do you think will help keep discriminatory laws from being passed if it’s not the “business case” often used to justify diversity and inclusion? What will help raise wages for those who are underpaid? What will help laws like North Carolina’s HB2 to be rescinded and avoided elsewhere?

How much are you willing to say or do to create change and in what ways? At a joint Shabbat service on Friday night on Jan. 13, 2017, at the Sixth & I Synagogue in D.C.*, which I attended with a diverse group of industry and other friends, this quote, from Rabbi Hillel, was said: “If I am not for myself, who will be for me? If I am not for others, what am I? And if not now, when?

I ask you for our industry and the people we bring together and those who work in our industry, if not now, when? What do we stand for and for what will we stand?

*The Sixth & I Synagogue service I attended has been held every year since 2004, jointly with Turner Memorial AME Church, to honor Dr. Martin Luther King Jr., and Rabbi Abraham Joshua Heschel.