The Impact of the Administration’s Policies on the Meetings & Events Industry
In the January newsletter, I shared that I was in a vulnerable space as an event planner, where I did not know how to properly plan for the future. It was and still is so uncertain, on paper, that to try and orchestrate a grand gathering or even a medical convention can come with seemingly insurmountable odds.
As a planner who has never faced certainty career-wise, I am no stranger to Federal decisions affecting meeting outcomes. This time, though, it feels as if there is no end in sight. I’m grateful to be in the company of many talented people in the meetings industry who have been vulnerable about their experiences, and thankful that many industry publications are shining a light on it.
Read on for some harsh realities that the meeting and events industry is experiencing as a result of fraught international relations, immigration policies and back-and-forth tariffs.
“76% of event organizers said that changes by the administration have resulted in lower registration numbers for upcoming (or recently held) events.”
Decreased Attendance & Canceled Meetings
Attendees have shown increased fickle behavior and last-minute decision making since the Pandemic, but general day to day uncertainties make it challenging to make decisions that used to feel small or less significant. As a result, many meetings are seeing tepid attendance numbers, or soaring registrations in the weeks leading up to an annual event.
It’s not just attendees, though. During his last Presidency in 2018, I worked on an event that saw prominent speakers unable to enter the country due to travel bans; it seems that planners are experiencing similar pain points in 2025. Twelve percent of respondents reported that they made changes to their sponsors and/or speakers as a result of current policy changes. Whether speakers were asked to participate virtually or removed from the schedule altogether, finding a suitable replacement is no small feat.
Many medical convention organizers have found themselves canceling altogether, with funding being pulled from the host, attendee, or sponsoring organizations—or in some cases, all of the above. This impact will no doubt be felt across all industries that touch medical meetings, and those who benefit from their research, for years to come.
Fluctuating F, B & M Costs
Food and beverage are undoubtedly affected by the tariffs—everything from coffee, wine, flowers and chocolate to avocados and tomatoes—but what about physical materials? When reading Corporate & Incentive Travel Magazine, I learned that essentially everything that hotels use to make our stays hospitable is at risk of a price increase: from linens and textiles to cleaning products, and the aluminum and copper used to create magnificent displays and supportive stages. Many of these items come from Mexico, China and Canada and have been subject to numerous discussions about tariffs this year.
Even if you have the power of the purse, you may have trouble with shipping delays or cost increases with materials that are second nature to planners.
Shaky Sponsorship Execution
Global marketing & branding firms may have a challenge securing deals across borders, or in offering the same benefits as they have in the past. Furthermore, tourism and travel organizations which sell domestic destinations to international tourists may see a decrease in budget allocation, or interest in traveling to the US. Marketing campaigns which once seemed aligned may now fall flat, which can result in decreased ROI across channels.
So what do we do?
A few tips to plan for the unplannable:
Pad your resources—both time frame and budget—to ensure you can get ahead of price changes or shipping delays.
If you’re planning internationally, research the history of tariffs between the United States and your desired destination to give you an idea of trends.
Maintain an impeccable project management system (like my favorite—say it with me! Airtable) including tracking numbers to all shipments
Give a few extra days for your internal team before the vendor deadlines, to get ahead of any last-minute changes
Honest, open communication as soon as you find out any delays or potential roadblocks
Thanks to PCMA Convene and Corporate & Incentive Travel for the great reporting!