In 2018, the U.S. government implemented travel restrictions that prevented federal scientists from attending scientific conferences, significantly impacting their participation in key events and collaboration opportunities. In 2019, the United Nations Climate Change Conference (COP25) was initially scheduled in Brazil, then moved to Chile, and ultimately relocated to Spain due to political unrest. That same year, the U.S. Department of Agriculture (USDA) canceled a scientific conference due to a partial government shutdown. In 2020, the UK Student Climate Network was forced to cancel their conference due (ironically) to severe weather that made the roads impassable. And, in 2021, the Insurance Accounting and Systems Association (IASA) had to quickly transition to a fully virtual meeting as Hurricane Ida hit New Orleans.
Association meetings are where big ideas take shape. They foster collaboration, spark innovation, and drive progress across disciplines. But today’s event landscape is evolving. Funding shifts, travel restrictions, the unpredictability of global events and even extreme weather conditions are pushing associations to rethink how they bring their communities together.
Conferences require months—sometimes years—of careful planning. But even before this latest transitory political period, associations have been facing increasing disruptions that can undo all of that hard work in a matter of weeks or days.
And of course, when the 2020 COVID-19 pandemic hit, halting all in-person meetings for months on end, conferences around the world had to rapidly pivot to virtual formats, forever changing the landscape of how knowledge is shared and professional connections are made.
These realities are pushing organizations to rethink how they plan and structure their events. The good news is that with the right strategies, associations can build resilient events that adapt to uncertainty without losing their purpose. Flexible formats, strategic contingency planning, and innovative technology solutions can help ensure that no matter the circumstances, the association’s mission moves forward.
Rethinking Contracts and Scheduling
One of the first steps organizations can take to successfully navigate disruptions of all kinds is rethinking event contracts to protect against unforeseen circumstances.
Colleen Shennan, Assistant Director, Meetings and Continuing Education, AAPD
For Colleen Shennan, C.M.P., Assistant Director of Meetings and Continuing Education at the American Academy of Pediatric Dentistry (AAPD), a key shift has been incorporating more detailed contingency clauses. “Our contracts have gotten even more detailed, especially in terms of Force Majeure,” says Shennan. These clauses once primarily addressed natural disasters and war, but associations may want to consider including modern challenges like pandemics, government-imposed travel restrictions, and supply chain disruptions that could affect venues, vendors, or attendees. “Our clause includes specific language and numbers regarding attendees that don’t attend due to one of a list of unforeseen events,” adds Shennan.
In addition to updating these clauses, many organizations are negotiating more flexible cancellation and rescheduling terms with hotels and convention centers. This proactive approach not only mitigates financial risks but also ensures that, if necessary, events can transition smoothly to a virtual or hybrid format.
The Rise of Virtual and Hybrid Events as Contingency Solutions
The COVID-19 pandemic fundamentally transformed how organizations conduct events, and five years later, this shift is still present. Most associations have embraced some form of hybrid model, which allows them to better adapt to changing circumstances. For instance, Forbes has transitioned most of its events from virtual to hybrid formats, reaching a wider audience, and resulting in a 60% increase in event revenue.
Hybrid events, combining in-person and virtual components, have become essential for maintaining engagement and expanding reach. Technological advancements, such as interactive platforms and virtual networking tools, have made these events more seamless, enabling real-time Q&A sessions, virtual exhibit halls, and networking lounges that bridge the gap between physical and digital spaces.
For attendees unable to travel due to funding freezes or other concerns, hybrid events offer the flexibility to participate in key discussions, presentations, and networking opportunities remotely. This inclusivity ensures that valuable dialogue continues, regardless of geographical or logistical constraints. (Our virtual & hybrid meeting resources can he found here.)
The Importance of Communication and Leadership
Clear and effective communication is the foundation of any strong contingency plan. When unexpected disruptions occur, organizations must be prepared to coordinate internally with staff, speakers, and sponsors while keeping attendees and the media informed. “It’s a team effort,” says Shennan. “Even our legal team is involved to ensure we have everything accounted for.” This allows organizations to respond swiftly while minimizing confusion.
Along with internal coordination, staying on message is key for credibility. When plans change, attendees and stakeholders look for reassurance. “This also includes having designated spokespeople who are authorized to speak to the press with a unified message,” adds Shennan. By ensuring that only these representatives handle media inquiries, organizations can control the narrative, avoid misinformation, and maintain trust.
“For AAPD’s Annual Meeting, having a clear chain of command and communication plan is key. Everyone knows their role, and we ensure that plans are in place well in advance,” says Shennan.
Associations can look outside their own organization for resources and leadership as well. Groups like CESSE bring leaders together to discuss challenges, solutions and best practices (e.g., the annual CESSE CEO Meeting).
Resilience as the New Standard
Resilience is no longer just a reaction to crises—it’s becoming a core principle of event planning. The uncertainties of the past few years have pushed associations to build long-term flexibility into their strategies. Hybrid models, digital engagement tools, and more adaptable contracts are no longer temporary fixes but essential components of future-proof events.
Thinking ahead is just as, if not more, important as responding in the moment. Associations are now looking beyond immediate disruptions to ensure their events remain viable amid shifting funding landscapes, evolving technology, and unpredictable global challenges. By embracing proactive planning, organizations can create events that not only withstand disruptions but also continue to thrive in an ever-changing environment.
This kind of structured yet adaptable approach helps associations build resilience, ensuring that when challenges arise, they’re ready to pivot without losing momentum.
Conclusion
Adaptability in event planning ensures that associations can continue to adapt and thrive. Whether in-person, virtual, or hybrid, the goal is to bring members together to collaborate, share ideas, and push the boundaries of knowledge. With flexible formats, proactive strategies, and clear communication, these events remain a vital and inclusive space for innovation. In the end, it’s this resilience that allows big ideas to keep taking shape, no matter the obstacles.