Tariffs, both implemented and discussed by President Trump, may seem like a problem only for other industries, but these can have a direct trickle-down effect on event organizers’ already stretched-thin budgets. With a little planning ahead though, you can still throw a grand event.
We at VIBE Agency pride ourselves on overcoming challenges like budget crunches to create experiences attendees will remember for a lifetime.
While there is some fear about higher prices and decreased international attendance for events in the U.S., VIBE Founder Valerie Bihet offers this sage reminder:
“There is always a solution. Have a Plan A, B, and C.”
Here, we offer four ideas for overcoming potential ramifications from tariffs.
Rework the Contract
Tariffs won’t qualify as a Force Majeure to fully protect your event, but planners can work with hotels to limit financial penalties.
Attrition rates are a good place to start. If your event’s numbers look down, try as far in advance to reduce penalties on unused hotel room nights by up 20 percent.
Venues you have partnered with before may offer solutions that protect you and the property. Just be prepared to negotiate. A good deal could set both sides up for an even better relationship for years to come.
Source from Local Vendors
Counting on items arriving on time from China or other foreign countries may not be practical currently.
Think of it as an opportunity to collaborate with the local talent of your event’s host city.
Destinations across the country are filled with talented entrepreneurs, restaurateurs and artisans that you can reach out to for homemade goods and services. These include soap for a little self-care room drop, jewelry for parting gifts, or treats that can’t be replicated elsewhere.
Local DMCs and CVBs are often able to make connections between planners and area vendors.
Providing unique items from homegrown talent adds a personal touch that attendees will cherish, Valerie says. Plus, everyone loves a surprise in their swag bag.
Cut Down on Waste With CSR Projects
With many international attendees having reservations about U.S. events, planners can proactively make the most of the situation.
If you know fewer guests are coming to an event than expected, there will be extra food and other items. Don’t let those go to waste through a CSR project or other volunteer activity.
“Partner with a charity or a local organization,” Valerie recommends.
That way, you are reducing waste and giving back to the community you are visiting.
As an example, the VIBE team recently shared extra flowers with hotel staff as a way to thank them for their hard work, a relatively small touch that means a lot to those who contributed to your event.
Seek Volunteer Help
Staffing remains a challenge at many hotels, and tariffs threatening to cut down on revenue may add to that issue.
Think of this as a chance to work with your host community by having volunteers fill in some of the gaps, like you can do with vendors. Tasks volunteers can help with include greeting guests, holding signage, helping with setup and registration, and more. Some places to find help are local high schools and/or colleges with a hospitality program. You can also seek out staff who work at local businesses with employee volunteer programs.
“Volunteers can be your secret weapon,” Valerie says.
But it’s important for planners to train the extra help to avoid well-intentioned missteps, Valerie adds.
VIBE is aware of the potential challenges from tariffs, but we will never sacrifice the superb quality of our events.
The most important thing is to stay calm.
Planners are used to making it look easy to overcome obstacles. This is just another chance to show your ingenuity.
