Association Events Navigate Federal Policy Changes

Attendance at U.S.-based meetings has declined, especially among participants from Canada, Europe, and Central Asia, according to new research from the American Society of Association Executives (ASAE). These regions have historically maintained strong representation at association events held in the U.S.

Canada leads the decline with an average drop in attendance of 41.5%.

Economic uncertainty, increased costs, and an increasingly volatile political environment are the challenges having the most significant impact, according to respondents. 

Half report a decrease in attendance at recent meetings. 

Despite these challenges, exhibitor and sponsor participation has remained consistent. Exhibitor participation is the most stable, with 66.9% of associations reporting no change.

Association executives point out that many contracts for recent meetings were finalized before the new federal policies were enacted. Exhibitor numbers and sponsorships are likely to be impacted at future conferences.

Professional associations have been hit the hardest with an approximate 56% decline, while trade associations have experienced fewer declines at 35.5%.

Government Meetings Feel the Brunt of Policy Changes 

After President Donald Trump began his second term, federal meetings were among the first to be canceled. Government agencies responded to Department of Government Efficiency (DOGE) cuts by postponing or eliminating meetings. 

In January alone, the Providence Warwick Convention & Visitors Bureau in Rhode Island lost $2.4 million in group business and 5,235 room nights. 

Brett Sterenson, president of Hotel Lobbyists, a site-selection firm specializing in government events, reports 58 cancellations, totaling $2.5 million in lost hotel revenues. Cancellations have seemed to level off over the last two weeks, he said. 

Changes to federal grants and contracts are also having an impact. Some associations are facing freezes, especially in the research and science sectors, including healthcare, education, energy, environment, and manufacturing.

Associations Respond 

Associations are adapting to these headwinds. Some are exploring virtual and hybrid formats. Others are condensing event schedules and renegotiating venue contracts to address budget pressures and planning challenges. 

Some associations included in the report said they are considering consolidating to one major event per year instead of hosting multiple events. 

Others said they are looking for cheaper meeting locations to help reduce costs.