Legal Question in Entertainment Law in New York

Re: Marketing & PR Firm Liability Question

Your post is a bit confusing so I'll assume for the purpose of this answer that your post should read:

"My client is located in Canada. My client is holding a tradeshow in Canada that is coordinated by our company at the Hyatt. Our client wants to charge a fee of $1000 to any hotel guest attending the tradeshow billed through the hotel. The hotel agreed and wants an indemnity letter - what liabilities should our company be worried about when executing this process on behalf of the client. We are not exactly sure if the hotel guest knows they are being charged a fee to attend and would like to seperate ourselves from any claim for compensation."

If that's a better statement of my question you would want to have a letter signed by the hotel and you that includes at least:

1. The acknowledgement of the charge to attend being separate and apart from the hotel bill (room, board, telecom charges, etc.) and being disclosed as such to the guest.

2. Hotel would probably want indemnity for personal or property damage claims at the trade show though they should remain responsible for hotel wilful or negligent acts

3. You would want to ensure how you're to be paid.

Without more information I can't offer any more. If I were you I'd hire Canadian counsel to help as you wouldn't want to lose a client if you got it wrong. It shouldn't cost you much. If you want Canadian counsel, I know some.

Re: Marketing & PR Firm Liability Question

You need to be concerned about claims by all the other parties against you and the other parties. It isn't quite clear from your question who you are focused on but that may be because you realize any of the other parties could potentially add you as a defendant in litigation. Hotel will want a release from liability and probably to be indemnified by your client for claims by guests. You should get as much protection as possible if you really don't think the customer know what is coming.