Here’s the deal: US event planners are walking a tightrope right now with these policy shifts. If you’re in the game, you have to protect yourself, your clients, and your attendees. Here are some no-nonsense recommendations to help you navigate these choppy waters:
1. Tighten Up Contracts (Don’t Skim This Part)
● Force Majeure Clauses: Make sure your contracts clearly outline what counts as “force majeure.” Include government restrictions, travel bans, or funding freezes as valid triggers.
Don’t let venues or suppliers wiggle out when stuff hits the fan.
● Flexible Cancellation Policies: Negotiate for reduced penalties if cancellations or rescheduling are required due to sudden policy changes. Get a clear, written refund structure.
● Attrition Clauses: Demand flexibility. If attendance drops because of external factors (travel restrictions, funding cuts, etc.), you shouldn’t be penalized for not hitting room block minimums or F&B guarantees.
2. Insurance is Your Best Friend (Get the Good Stuff)
● Event Cancellation Insurance: Don’t just grab the basic plan. Look for policies that cover political unrest and/ or government restrictions
● Business Interruption Insurance: This can protect your company or your client’s bottom line if things spiral unexpectedly.
3. Stay in the Policy Know
● Keep up with the HHS guidance, travel policies, and immigration laws that affect attendees (especially international ones). If your event involves researchers, scientists, or healthcare professionals, you must stay updated.
● Plan events in states or cities with more lenient policies. Destination matters now more than ever.
4. Shift Your Event Models
● Hybrid and Virtual Options: If policies suddenly restrict travel, you need a Plan B to keep the event running.
● Regional Events: Break up larger, national events into smaller, regional ones to reduce the reliance on travel.
5. Plan for Low Turnout
● Create budgets assuming conservative attendance figures. Factor in no-shows due to visa issues or last-minute funding cuts.
● Scale back non-essentials. Focus on delivering value over flair for now.
6. Communication is Everything
● Be transparent with clients about risks and how you’re mitigating them.
● Keep attendees informed about policy changes, refund options, and safety protocols. They’ll appreciate being in the loop.
7. Diversify Your Revenue Streams
● Lean into sponsorships and exhibitor partnerships for virtual platforms if physical attendance drops.
● Offer on-demand content for attendees who can’t travel but still want to engage.
8. Watch Your Audience
● Monitor who’s likely to be impacted: If a chunk of your attendees are from industries reliant on government funding, start planning now for fallout.
● International audiences may need help with visas or assurances about safety in the current climate. Prep a dedicated team for that.
9. Network Like Crazy
● Collaborate with legal experts and other planners to share strategies for mitigating risks.
● Build relationships with venues that show flexibility—they’re your allies in this chaos.
Final Word: Be Ruthless About Preparedness
Plan like everything is going to go wrong, and then you’ll actually be ready for anything. The MICE industry is resilient, but you’ve got to act like a chess player—always thinking five moves ahead.
Stay sharp, stay cautious, and keep pivoting.