Destinations International and Smart Meetings Present White Paper on Event Risk Management at 2025 Convention Sales & Services Summit

Destinations International (DI), the world’s leading resource for destination organizations, and Smart Meetings, the premier media brand for meeting professionals, are pleased to announce the presentation of a collaborative white paper, Best Practices for Managing Event Risk, at the 2025 Convention Sales & Services Summit. The summit takes place on April 9–10, 2025, at the Hilton Alexandria Mark Center in Alexandria, Virginia.

“Planning for safety is no longer optional – it’s an essential part of hosting responsible, resilient events,” said Don Welsh, president & CEO of Destinations International. “This white paper reflects the commitment of our industry to create experiences that are not only engaging but also grounded in proactive risk strategy.”

The white paper draws on responses from more than 60 event professionals surveyed during IMEX America in October 2024. It explores how industry leaders are navigating challenges such as physical security threats, cybersecurity risks, natural disasters, food safety and political unrest – while offering real-world examples and actionable solutions.

The report reveals that:

• Only 36% of planners currently have a risk management team in place.
• 52% develop a crisis management plan for every event.
• 58% include contingency costs in event budgets—most ranging from 1–10%.

The white paper includes case studies from professionals who successfully adapted to crises – from hurricanes and forest fires to water main breaks, guest injuries and political protests. These real-time examples offer a playbook for peers aiming to build agility into their event operations.

Recommendations in the white paper include:

• Embedding risk assessment in the RFP and site selection process.
• Including local stakeholders—CVBs, public safety, venue teams—from the start.
• Practicing crisis plans and debriefing for continuous improvement.
• Training staff in both high-tech tools and human-centric practices like behavioral awareness and de-escalation.

Meeting planners also are encouraged to advocate internally with data, success stories and messaging provided by destination organizations.

“In today’s dynamic event landscape, understanding and mitigating risks is more crucial than ever.”

JT Long, Vice President and Content Director, Smart Meetings, added, “Our collaboration with Destinations International aims to provide event professionals with the knowledge and tools they need to navigate these challenges effectively.”

The white paper is available online. 

Destinations International

Destinations International is the world’s largest and most respected resource for destination organizations, convention and visitors bureaus (CVBs) and tourism boards. With more than 8,000 members and partners from over 750 destinations, the association represents a powerful forward-thinking and collaborative community around the world. For more information, visit destinationsinternational.org.

Smart Meetings

Smart Meetings is the leading meetings industry media company and the voice of inspiration for meeting professionals. Our award-winning Smart Meetings magazine, website, social media channels and live events are essential resources for meeting planners to discover destination trends, connect with supplier partners, and gain professional development. We empower event professionals to create brilliant experiences that bring people together and drive meaningful business results. For more information, visit smartmeetings.com.

Media Contacts: Tim Smith, tsmith@destinationsinternational.org 1.425.577.4499, jtlong@smartmeetings.com 1.415.233.6473