5 Ways to Help Meeting Attendees Negotiate Electronic Gratuities
Once upon a time, tipping while attending an offsite meeting or event was easy: slip a few bills to the bellman, leave something on the pillow for housekeeping, and hand off a discreet envelope at checkout. But as hotel and event services increasingly shift to digital and cashless systems, the simple act of saying “thank you” has gotten more complex.
A recent online comment from a meeting attendee illustrates the growing pain points of electronic tipping:
“I had to use my phone to tip the hotel staff… it was interesting, but there are a few things that could have made it easier…”
The guest went on to mention challenges reading text on a smartphone due to vision issues, the lack of staff names for personalized tipping, and the absence of a way to add gratuities to the hotel bill. These aren’t minor complaints—they’re cues for meeting professionals to think ahead.
As a planner, you curate every element of the attendee experience, from airport arrival to final-night gala. But are you preparing guests for how to tip in a mostly cashless environment? Here’s how you can help.
1. Offer Clear, Accessible Instructions
Not every attendee will be comfortable scanning QR codes on phones—especially older guests or those with visual limitations. Consider including tipping instructions in both print and digital formats (welcome letters, mobile apps, room drop cards) with accessible links that work on phones, tablets, and laptops.
Pro tip: Provide a few sample tipping amounts or guidelines based on local norms and service categories (e.g., housekeeping, bell staff, valet, concierge).
2. Make It Personal
Tipping is more likely when the interaction feels human. But in many hotels, housekeeping and back-of-house staff remain anonymous, especially when guests check in via app or kiosk.
THE TIPPING POINT: A TRUE STORY ABOUT ATTENDEE TIPPING GONE WRONG
Pro tip: Planners can encourage hotels to leave behind small cards with a staff member’s name (and a QR code if applicable) after services like cleaning or turndown. Even a note saying “Your room was cleaned today by Maria – thank you!” goes a long way in prompting digital gratuity.
3. Explore Billing Integration for Groups
Incentive programs and conferences often involve dozens or hundreds of people staying at the same property. If tipping falls on each attendee to manage individually—and they’re not carrying cash—gratitude can fall through the cracks.
Pro tip: Consider negotiating in advance for tipping to be included on the master account or individual guest folios. This allows attendees to tip more easily and enables planners to cover gratuities as part of the event budget, ensuring consistent recognition for staff across the board.
4. Set Expectations—and Normalize the Process
Today’s travelers might not even realize tipping can be done digitally. Use your event app, pre-arrival emails, or on-site welcome materials to explain how e-tipping works at your host property. Normalize it as part of the attendee journey.
Pro tip: Here is some sample language to include in the pre-event meeting materials: “Our host hotel uses a secure mobile tipping platform to allow guests to thank staff digitally. You’ll find QR codes in your room or on cards at the front desk.”
5. Technology Should Serve the Guest Experience
Digital tipping should feel seamless—not like a scavenger hunt. When implemented thoughtfully, it allows guests to show appreciation even when they don’t have cash on hand. But when it’s confusing, inaccessible, or impersonal, it risks devaluing the guest-staff connection.
As a planner, you already bridge the gap between venue operations and attendee expectations. By getting ahead of the shift to e-tipping, you’re not just enhancing hospitality—you’re helping your attendees do the same.
Gratitude is timeless, but the tools we use to express it are evolving. Make sure your attendees are equipped with the know-how—and the options—to say thanks in a way that’s easy, inclusive, and impactful.
Any thoughts, opinions, or news? Please share them with me at vince@meetingsevents.com.
Photo by Kenny Eliason on Unsplash
