Car breaks during conferences are more than just expensive inconvenience. They can give participants a negative view of the event and destination.
The latest report from Columbus, Ohio highlights the issue. Car break-ins associated with commercial activities have cost the Columbus hotel more than $1 million in revenue since last June. In one event, 50 vehicles were targeted during a day during a meeting.
“Legally, conference hosts are unlikely to be liable for vehicle theft or damage, but it is still important to ensure that the venue responds appropriately to preventing criminal activities,” said Joshua Grimes, a lawyer with Grimes Law Counce.
So what measures can planners take to prevent or resolve this situation?
Pre-event plan
Check out local crime statistics before finalizing the meeting destination. The FBI’s National Incident-Based Reporting System (NIBRS) is a good starting point. Another useful resource is crimemapping.com, which provides insights into recent criminal activities.
During on-site inspections of the hotel or site, thorough assessment of parking facilities and surrounding areas are carried out.
“Whether it’s the parking lot’s site fee, planners should expect the site to provide reasonable safety. This includes frequent patrols, especially in recent events,” Grimes said.
Planners should stroll in the parking lot during on-site inspections to conduct their own safety assessment. Are there security cameras and security camera towers because they can visually deterrent the criminal activity? Does the security system provide real-time monitoring, facial recognition, license plate readings and instant alerting systems?
Grimes also advised to ask the venue and local police about the frequency of recent break-ins.
“If the planner believes that the site is not safe enough, it is based on the planner to discuss strengthening the patrol and negotiating which party will pay for the expenses of that additional composition. As with any legal question, planners who cannot satisfy their problem should consider other options,” Grimes said.
Other things to remember:
- Is it possible to have a dedicated parking lot for your group?
- Can private security monitor your group designated parking lot if your budget allows, or work with a hotel?
- Consider valet parking so that cars can be parked by hotel staff in protected valet areas.
During the event
Real-time monitoring is recommended. If the property has not provided monitoring, your group may be the reason for installing it. Especially if you point out the long-term benefits and ROI provided by monitoring.
Additionally, planners may wish to hire private security personnel to patrol the parking lot during the group’s stay. Resolve this in advance to determine if the hotel will pay for the additional margin, and if not, there should be room to finalize the agreement based on well-documented break-in history.
While the issue may not have been resolved in the original hotel contract, planners who provide relevant statistics on recent break-ins may induce hotels to absorb additional security.
Ensure that car break-in is included in the on-site communications program and procedures.
What if a break-in occurs?
If the car with attendees is broken, they should report it to the venue and local police as soon as possible after discovering it.
Get all information about breaking in with site management. Get a list of stolen items and damage to the vehicle and get a copy of the police report.
It is also recommended to take photos and videos of damage to the vehicle and surrounding parking lots.
Grimes advises planners to keep this information for several years. “In most cases, the organizer is not legally liable for damages caused by property that is not owned or controlled, but this may not prevent the lawsuit from being named as the organizer in the defendant,” he said.
