Parking Lot Safety: What Planners Need to Know

Car break-ins during conferences are more than just a costly inconvenience. They can leave attendees with a negative perception of the event and the destination.

Recent reports from Columbus, Ohio, highlight the issue. Since last June, car break-ins linked to business events have cost Columbus hotels over $1 million in lost revenue. In one incident, 50 vehicles were targeted in a single day during a conference.

“Legally, it’s unlikely that a meeting host would be liable for theft or damage to vehicles, but it's still important to make sure the venue will respond appropriately to deter criminal activities,” said Joshua Grimes, an attorney at Grimes Law Offices.

So what can planners do to prevent or remedy the situation?

Pre-Event Planning 

Before finalizing a meeting destination, take a look at local crime statistics. The FBI’s National Incident-Based Reporting System (NIBRS) is a good place to start. Another useful resource is CrimeMapping.com, which provides insights into recent crime activity.

During a site inspection of a hotel or venue, conduct a thorough assessment of the parking facilities and surrounding areas. 

“Whether or not the venue charges for parking, planners should expect the venue to provide reasonable security. This includes frequent patrols, especially if there have been recent incidents,”  said Grimes.

Planners should walk around the parking lot during site inspections to make their own security assessment. Are there security cameras and security camera towers, as they provide a visual deterrent against criminal activities? Does the security system offer real-time monitoring, facial recognition, license plate reading, and instant alert systems?

Grimes also recommends asking the venue and the local police about the frequency of recent break-ins.

“If a planner feels that the venue's security is insufficient, it's up to the planner to discuss heightened patrols and negotiate which party will pay the cost for that add-on. As with any legal issue, planners who cannot resolve this issue to their satisfaction should consider other options,” said Grimes.

Other things to keep in mind: 

• Is it possible to have a dedicated parking area for your group?

• If your budget allows, or if working in partnership with the hotel, can private security monitor your group’s designated parking area?

• Consider valet parking so that cars are parked by a hotel staffer in a protected valet area.

During the Event

Real-time monitoring is advisable. If the property doesn’t already provide surveillance, your group might be the reason to have it installed. Especially if you point out the long-term benefits and ROI that surveillance provides.

In addition, planners may wish to hire private security guards to patrol parking lots during a group’s stay. Address this issue upfront to determine if the hotel will pay for the added security, and if not, there should be room to hammer out a deal based on a well-documented history of break-ins.

While the issue may not have been addressed in the original hotel contract, planners that provide relevant statistics of recent break-in numbers may induce the hotel to absorb the added security.

Make sure you include car break-ins in on-site communication plans and procedures. 

What If a Break-In Happens?

If an attendee’s car is broken into, they should report it to the venue and local police as soon as possible after discovery. 

Get all information related to the break-in from venue management. Get a list of the items stolen and the damage to the vehicle and obtain a copy of the police report.

It is also advisable to take photographs and video of the damage caused to the vehicle and of the surrounding parking lot area. 

Grimes advises that planners retain this information for several years. “In most situations, the organizer would not be legally liable for damages occurring on a property it doesn't own or control, but that may not prevent a lawsuit from being filed naming the organizer among the defendants,” he said.