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Weather Update

Latest Weather Update – January 24th

Dear ESPA Members,

The ESPA Headquarters team and Board have concluded the first day of board meetings here in Arlington, TX.

While we do expect attendance to be impacted due to the winter storm, we are excited to announce that the 2026 Annual Conference was on pace to set all-time attendance records including significant numbers of first-time attendees, indicators of growth and continued strength as an association.

Winter Storm Fern Update

  • The team on the ground continues to monitor the weather conditions very closely while working with the host destination and the Loews Arlington team.
  • As things evolve, we request all attendees be diligent about watching the ESPA website and your email for updates.
  • To support our efforts with mitigating attrition with the hotel, if your flight is canceled, please forward your airline notification of cancellation to info@espaonline.org.

Annual Conference Registration Policy

We understand the travel challenges posed by the winter storm and the disruptions it continues to cause. As event service professionals we also know each of you understand this type of situation and the numerous factors involved.

The official cancellation policy for the 2026 Annual Conference states:

  • Cancellations received in writing on or before December 17 are eligible for a 50% refund on the ESPA registration fee only and those received after December 17 are not eligible.
  • This includes cancellations due to weather events, travel delays, or day of flight disruptions, such as those caused by Winter Storm Fern.

As an association, we want to communicate openly and provide some additional details. Specifically related to how our policy compares to others in the industry and why our registration policy is in place:

  • As with most professional associations, the annual conference represents the organization’s largest and most important source of financial support annually.
  • The registration policy was reviewed by the Executive Committee and Board of Directors last in February 2025 and has been vetted against other major industry associations to ensure we are in line with industry standard policies.
  • There are many factors to consider including food & beverage guarantees due in advance, and other contractual arrangements, meaning the organization is responsible for these costs in full.
  • While substitutions are accepted, should you wish to transfer your registration to a colleague, we realize this specific situation may not allow that.
  • Related to credits for future events, credits carry monetary value and are considered a form of refund or reimbursement.

If anything changes related to our policy, we will notify you at a later date.

As we continue to communicate, it is important that all attendees feel they can make the best decisions that are right for them. Please be safe in your travels.

Yours in hospitality,

Eric Logan, President, ESPA

Carol Gagnon, President-Elect and Conference Chair, ESPA 

Update from 1/22/2026

Dear Attendees,

Latest Weather Update – January 23

We have a team on the ground in Arlington as the board and staff have been arriving throughout the day today.

It is currently raining in Arlington with icy conditions expected tonight and Saturday.

Please note:

  • We are keeping a very close eye on the weather.
  • As things evolve, we request all attendees be diligent about watching the ESPA website and your email for updates on Saturday and Sunday morning.
  • If your flight is canceled, please email us at info@espaonline.org so we are aware of your situation.

As we’ve communicated, it’s important that all attendees feel they can make the decisions that are best for them.

Please be safe in your travels.

Thank you.

Update from 1/22/2026

Dear Attendees,

Latest Weather Update – January 22

ESPA continues to monitor the forecast closely. As of today, in the Dallas/Arlington area, the biggest impact continues to be expected on Saturday.

We continue to suggest that attendees look at their own regions and see how they might be able to adjust their travel plans to arrival on Friday, Sunday afternoon/evening, or early Monday morning. Change fees are being waived by most airlines. Be sure to call the hotel directly to make any reservation changes at 800-235-6397.

As event professionals, we understand that flexibility is sometimes required, and this is one of those moments. A thoughtful pivot ensures the best possible experience for everyone. While there may be a few session or program adjustments, our commitment remains the same: to deliver the high-quality content, connections and experiences you expect from ESPA.

Conference schedule changes as of today:

  • As we reported yesterday, we have moved the Sunday Leader Program and reception functions one hour later.
  • We will be moving the opening Keynote later on Monday morning, to start at 10:45am, to allow for early Monday morning arrivals. And will instead kick off the day with Networking.
  • Tours: The Sunday afternoon tour to Fort Worth Stockyard will no longer run (credits will be offered). The AT&T Tour info will be updated once we have additional details but is currently still as scheduled.
  • There may be some breakout topic shifts, dependent on speaker availability which will be posted to the app.

The conference remains on schedule, and we look forward to convening with everyone as planned.

Please keep in mind that:

  • Weather conditions, travel impacts and venue operations continue to be closely followed.
  • Safety and well-being remain our shared priorities.
  • Attendees should feel comfortable making travel decisions that are right for them.
  • All official, up-to-date information will continue to be available on our website, which will serve as the central source for conference updates.
  • ESPA’s cancellation policy remains in effect. If anything changes pertaining to our policy, we will let you know at a later date.

This is what makes our members the very best in the industry: their flexibility and professionalism. We look forward to connecting with you, exchanging ideas and creating a memorable experience together in Arlington! 

Update from 1/21/2026

Dear Attendees,

We are sharing a brief weather update regarding the ESPA 2026 Annual Conference, starting this weekend, January 25–27, at the Loews Arlington Hotel in Arlington, Texas.

We are aware of the winter weather conditions developing in Texas and other southern and eastern regions of the country on Saturday and into Sunday. Conditions are still in flux, and we will continue to follow all updates closely.

We strongly encourage any attendee who may be impacted by the weather to proactively look at options to adjust their flight and arrival time. DFW has numerous flights in and out, and most airlines are allowing changes without fees. As this is dependent on region, please determine your best flight shifts, ranging from Friday, to later on Sunday or even early Monday morning. Be sure to call the hotel directly to make any reservation changes at: 800-235-6397.

To help accommodate additional Sunday arrivals, we are shifting Sunday’s events one hour later. Therefore, the Leader program will now begin at 3 p.m., the Newcomer reception at 6:30 and the Welcome Reception at 7:30. (The timing of the two sightseeing tours is still TBD and you will be notified.)

The conference remains on schedule, and we look forward to convening with everyone as planned. While weather conditions may require some adjustments, the conference will still take place and we are excited to see you!

Please know that:

Weather conditions, travel impacts and venue operations are being closely followed.

Safety and well-being remain our shared priorities.

Attendees should feel comfortable making travel decisions that are right for them.

All official, up-to-date information will be available on our website, which will serve as the central source for conference updates.

Thank you for your flexibility and understanding as we move forward together. We appreciate the professionalism, care and sense of community our members consistently demonstrate, and we look forward to connecting and seeing you in Arlington.

Warm regards,

Lynn McCullough

Executive Director