Stormproofing Association Meetings: How Policy Shifts Are Reshaping Events & What You Can Do About It

Photo courtesy of Pexels/Ralph W. Lambrecht

If it feels harder to fill seats at your association’s events lately, you’re not imagining things.

A new report from ASAE, Insight Update: Impact of Federal Policy and Funding Shifts on Association Meetings (April 2025), outlines the sobering reality: federal policies and funding changes are reshaping the association meetings landscape—and not for the better.

The data paints a challenging picture: sharp declines in attendee numbers (especially international and federal participants), shrinking budgets, and growing uncertainty. Yet the report also reveals sparks of resilience and innovation as associations respond with agility and creativity.

This post unpacks key takeaways from the report and offers ideas for how association professionals can adapt their strategies in this evolving environment.

Want the full ASAE Insight Update? Download it here. 

Meeting Attendance Is Dropping—But Not Across the Board

According to the report, about half of associations are seeing a drop in attendee numbers. That number jumps even higher for professional and combined associations, with over 50% reporting declines.

Interestingly, sponsors, exhibitors, and speakers have remained relatively steady. Exhibitors, in particular, appear resilient—perhaps due to more flexible contracts or a continued interest in reaching niche markets.

Trade associations seem to be weathering the storm more effectively than their professional counterparts, with only 35.5% reporting declines and a small bump (14.5%) even reporting increases.

International Participation Is in Freefall

Federal policy shifts don’t stop at U.S. borders.

The most dramatic declines in international attendance come from Canada (with over 30% of associations reporting decreases), followed by Europe and Central Asia. Even among U.S. allies, changes in visa policies, travel restrictions, and political uncertainty are discouraging participation.

And yet—despite this drop—84% of associations aren’t planning to move their meetings outside of the U.S. Only 5% are actively considering it.

The New Normal: Shrinking Events, Virtual Options & Budget Precision

Associations are being forced to make hard decisions. But the ASAE report also reveals how they’re taking action:

• 64% are staying the course, while 31% are actively adapting their meeting strategy.
• The adaptations? More hybrid and virtual formats, shorter event durations, smaller venues, and fewer concurrent sessions.
• There’s also a marked reduction in food and beverage and AV services—two big budget drivers.

Other notable shifts include:

• Renegotiating contracts to reflect lower attendance.
• Exploring alternative venues (including international destinations).
• Modifying DEIB-related session content or titles to enable federal participation.
• Providing more travel grants and adjusting registration fees for budget-sensitive attendees.

The Cost Conundrum

Rising costs for AV, food & beverage, and travel are hitting events hard—especially as overall event budgets shrink.

Layer in broader economic uncertainty, and it’s easy to see why association leaders are nervous. Reduced professional development budgets, political volatility, and federal travel restrictions are creating a domino effect that makes long-term event planning more difficult than ever.

The report also flags a surprising challenge: some attendees and sponsors are requesting anonymity, fearing backlash related to their political affiliations.

What’s Working: Opportunity in Disruption

While the challenges are real, the report also highlights areas of opportunity for forward-thinking associations:

• Increased emphasis on value and ROI for attendees, sponsors, and speakers.
• Just-in-time learning and flexible educational formats.
• Smaller, more frequent events that may prove easier to fund and attend.
• Expanded use of technology to connect people across time zones and geographies.
• Revisiting membership categories and pricing to reflect today’s realities.

Perhaps most importantly, many organizations are using this moment to revisit their core values and mission, ensuring their meetings reflect what matters most.

What Can You Do?

Here are a few practical tips for association professionals navigating this new terrain:

1. Double Down on Accessibility: Whether it's hybrid formats, on-demand recordings, or financial assistance, make it easier for people to attend your events—no matter their location or budget.

2. Model Scenario Planning: Build your event budgets around multiple scenarios (e.g., 50%, 75%, 100% attendance) to manage risk and increase flexibility.

3. Get Creative with Revenue Streams: Beyond registration and sponsorship, think about subscription access to content, microlearning sessions, or tiered member benefits.

4. Stay Mission-Aligned: Economic and political pressures may tempt you to dilute your values. Instead, use them as your compass when making tough decisions.

5. Lead with Transparency: Communicate early and often with members, sponsors, and speakers. Acknowledge the challenges and explain your strategy for adapting.

A Final Word

ASAE’s report isn’t just a cautionary tale—it’s a call to action. The traditional playbook for association meetings no longer applies in full. But with thoughtful adaptations and a member-first mindset, organizations can emerge stronger, more innovative, and better prepared to serve their communities.

As one of the report’s findings put it best: This is a chance to “make changes that were previously difficult to implement.” Let’s not waste it.

Want to dive deeper? Download or purchase the full ASAE Insight Update.