Ways To Manage Event Costs Through Recent Fluctuating U.S. Tariffs

Last updated: May 12, 2025

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Planning events in 2025 feels like predicting the weather six months out. Just when you think you have a budget locked down, another tariff announcement drops and those custom exhibitor booths could cost 30% more.

Hence, we’re seeing an industry shift: intimate gatherings are replacing massive productions, and strategic influencer partnerships supplement (or sometimes replace) traditional in-person events. 

Companies aren’t abandoning events; they’re just deploying resources differently. Let’s discuss ways to save money for event planning without sacrificing ROI.

 

Effects of Tariffs on the Events Industry

How do tariffs affect the event industry? While it’s impossible to predict exactly how the industry will evolve, several scenarios are likely based on current trends.

 

Increased costs of materials

Event companies worldwide now face higher expenses when purchasing equipment and materials affected by trade disputes. For instance, if you’re a U.S. event planner importing LED screens subject to a 25% tariff, your $10,000 order suddenly could cost $12,500.

This leaves you with two difficult choices: absorb these expenses or pass them on to clients through increased participation costs. These tariff-related fluctuations make budgeting particularly complex and unpredictable for global events.

The situation is even more challenging for events with budgets established before tariff announcements. You might find yourself in the difficult position of delivering promised experiences that have  unexpectedly higher costs.

 

Reduced participation

As an attendee, exhibitor, or organizer, you suddenly have to decide which events are worth your investment. For international attendees, they might skip events in markets with high tariffs that make the trip not worthwhile if they decide to reduce trading in that specific market.

Meanwhile, if you’re facing higher production costs as an event organizer, you may need to adjust your event calendar to focus on your most profitable locations and cut out secondary markets.

A ripple effect results in fewer networking opportunities, less diverse attendance, and less business. As an event organizer, this means working harder to demonstrate value and finding creative ways to make your events worthwhile despite economic headwinds.

That’s where event software platforms like Whova come in—helping organizers maximize engagement, streamline logistics, and deliver measurable ROI to attendees and exhibitors alike, even in a constrained market.

 

Logistical challenges

Tariffs also disrupt your supply chains. That AV equipment you ordered? It might be stuck in customs or arrive with surprise fees above your budget. Your reliable vendor relationships? They’re scrambling to source materials through new channels.

Delivery timelines have become unpredictable, too, with shipping delays necessitating expanded buffer periods in your planning calendar. What took 6-8 weeks may now require 10-12 weeks or more, especially for custom-manufactured items from overseas. 

Successful events depend on anticipating these disruptions. For this reason, your events could become smaller, more agile, and less dependent on physical presence alone.

 

Ways to Cut Down Event Costs and Manage Budget

 

Go virtual or hybrid

Pure virtual events reduce event costs by 60-75% compared to in-person events, averaging $42,000 in savings per event. It’s a win because you’re cutting major expenses—like travel, accommodation, and venue hire—without losing reach or impact. International participants can still join in, and you sidestep venue fees and room rates.

If maintaining the prestige of an in-person component matters to your brand, consider a hybrid event. Your sponsors will still be exposed to physical and online audiences, potentially reaching more people! (Leading virtual and hybrid conference platforms make this seamless integration possible.)

Whova’s hybrid conference software allows for remote or in person attendees to participate and attend sessions seamlessly!

Remember that many virtual conference sessions can be recorded for on-demand viewing, extending your event’s impact and creating monetization opportunities that offset higher costs.  Research indicates that on-demand access can increase revenue by 10-30% or more.

Read our expert guide on how to plan a virtual event.

 

Leverage organic marketing through social media

Another event cost is marketing, around 7% of your total event budget. Whova helps stretch this allocation with integrated marketing tools. You can transform speakers and attendees into event advocates using our ready-to-post templates. 

Through the Whova dashboard, you can schedule content across multiple channels and display real-time social media posts on your website to build excitement. With so much AI content flooding social platforms, people now appreciate organic, unfiltered posts even more.

As one client, Shanta Patton, noted: “If you go to the marketing section of Whova, you can create your flyers and automate that to go out on all social media, so we really have moved away from doing radio ads, paper flyers and promoting and all of that to electronic advertising.”

Whova can automatically create customizable flyers for your event and schedule them to post on different social media platforms!

 

Hire a remote marketing team

Even when utilizing powerful marketing software, you still need someone to manage your marketing. Hiring a remote marketing team offers a flexible solution. No long-term retainers, just services as needed.

These specialists bring focused expertise precisely when required, helping promote your event without the commitment of full-time staff. Scale services up or down based on each event’s unique requirements. 

Why maintain year-round marketing personnel when you could access top talent on demand for a fraction of the cost?

 

Minimize labor costs

Since physical labor eats 15-20% of event budgets, you’d do well to evaluate your staff needs: must-haves versus optional. Can’t reduce staff? Recruit dedicated volunteers who have high interest in your event’s mission. Platforms, such as Whova, make it simple to recruit and integrate volunteers to your event through a call for volunteers portal.

Whova’s call for volunteers portal streamlines the entire volunteer lifecycle-from helping you find volunteers to thanking them after the event!

Plus, you don’t need to pay for an event website designer. Once you’ve uploaded your event information into the platform, Whova automatically feeds that same data to create your own event website, cutting your workload and doubling your productivity. Need to make a schedule change and make all attendees aware? It instantly updates everywhere and attendees can be notified through email announcements.

 

Offer in-kind sponsorship deals

A venue might offer discounted space in exchange for prominent branding. Local restaurants may cater to specific functions for recognition opportunities. Media organizations might trade advertising space for sponsor recognition.

Display your sponsors prominently and constantly in event related emails for maximum exposure!

These arrangements reduce direct cash outlays while giving sponsors tangible ways to showcase their offerings to your audience. The key is matching sponsors with opportunities that demonstrate their core competencies. In other words, creating authentic experiences rather than mere logo placement.

Create a sponsorship proposal that clearly outlines the type of contributions you are looking for. Clearly articulate the market value of these in-kind contributions in all sponsor recognition materials for maximum impact. This reinforces the substantial nature of their support while highlighting the high-quality partnerships that elevate your event despite budget constraints.

 

Save on physical materials

Did you know that event management platforms like Whova save up to 60% on printing costs? You can access everything from schedules to presentation slides through mobile devices and create DIY name badges with just a few taps.

Whova’s customizable name badges make badge creation a breeze!

But it’s not just about printing. Think about signage: instead of printing large-format banners, consider projecting key information or using digital displays that can be updated in real time. For exhibitors, encourage them to use QR codes linking to digital brochures and product demos instead of distributing printed materials.

Also, many items that once made financial sense to own after 3-4 uses require 6-8 to break even. We recommend developing a core inventory of your most frequently used items and shifting seasonal or event-specific elements to rentals to minimize exposure to fluctuating import costs.

 

Collaborate with other organizations

Another strategy is to pool your budget or resources with other event organizers. Shared resources – from venue rental and production equipment to promotional efforts – can reduce per-organization expenses. 

This approach creates natural risk mitigation through diversified stakeholder investments. If one partner faces budget constraints due to tariff impacts, others can loan physical resources like audiovisual equipment, décor elements, or signage. 

Building relationship-based partnerships with venues can yield significant advantages as well. For example, you might secure substantially reduced rates by guaranteeing multiple events annually, providing the venue with predictable income streams and simplified planning.

 

Utilize local vendors

Localizing your supply chain offers dual benefits: insulation from tariff volatility and increasing support for regional economies. However, you will need to evaluate vendor capacity. Can they handle increased demand and maintain quality? 

For this reason, it’s advantageous to create longer-term contracts. A 12-24 month commitment might earn you preferred pricing and give local vendors confidence to scale. 

Sustainability initiatives also become financially advantageous beyond environmental merits. Implementing a “materials passport” system to track the lifecycle of event materials helps identify reuse opportunities across multiple events.

 

Increase ticket price and event experience value

Instead of just passing expenses to attendees, tariffs could be an opportunity to reimagine the value equation for stakeholders, exhibitors, and attendees. Additional expert speakers, specialized breakout sessions, or exclusive networking opportunities create benefits that justify higher ticket pricing. 

Tech integration can amplify perceived value through personalized meeting scheduling tools, like Whova’s 1:1 networking sessions. Online networking and engagement tools can deliver high value relative to their costs. 

Whova’s meeting scheduler encourages attendee engagement and networking!

Other ideas include: 

• Multi-tiered access packages that allow attendees to customize their experience based on budget
• Developing year-round community platforms that extend beyond event dates
• Offering professional video/photo packages attendees can share on social media or use in their marketing materials. 

 

Remove unpopular sessions or unnecessary costs

As much as you should increase event experience value, you also don’t want to waste money on agenda items that attendees aren’t interested in. Gather research before deciding to add an agenda item, and if you can, look at past event data. With Whova’s post-event reports, you’ll quickly spot which sessions hit the mark and which missed. The platform shows who attended what, collects participant feedback, and measures engagement across your event. 

Monitor event stats before, during, and after your event with Whova’s event analytics!

Such insights alert you to what attendees truly valued, helping you make informed decisions about where and how to invest your next event budget. For instance, if swags, bags, or giveaways consistently receive low appreciation scores, you can adjust your strategy and redirect those funds to elements with higher impact.

And it’s not just merch. Whova’s reports offer detailed session attendance breakdowns. You might discover your expensive keynote speaker didn’t attract the numbers you expected, while a more affordable panel discussion kept attendees engaged throughout.

When faced with rising costs, you’ll know exactly where to trim things without compromising experience. It’s proof that budget constraints can be strategic advantages that elevate attendee experiences and maintain fiscal responsibility.

 

Incorporate a Thorough Event Budget

Finally, you should use an event budget template to determine where to cut costs. Though this may seem negative, budget constraints can actually become innovative opportunities if you approach them creatively.

 Click the link in the first sentence to download Whova’s free event budget template!

 

Breakdown of Whova’s Cost Savings

79% of event professionals now rely on event management systems (EMS) to streamline their planning process. Most cite improved oversight and better end-to-end management as primary benefits, but tangible cost savings is another compelling advantage that deserves attention.

Where every penny counts, Whova makes financial sense for multiple reasons. Digital optimization and intuitive interfaces appeal to many users, but let’s take a look at the concrete cost benefits our platform delivers: 

Beyond direct savings, Whova helps avoid costly mistakes like double bookings, scheduling conflicts, and communication errors, which can result in emergency last-minute changes or disappointed attendees.

 

Maximize Your Event Value with Whova

Tariffs force event organizers to prioritize meaningful connections and measurable outcomes. When every dollar demands justification, only value-driving elements survive. And Whova is uniquely positioned to help you. 

Our event platform’s intelligence-driven optimization lets you translate event data into actionable insights. You’re not just digitizing processes, you’re actually able to refine your strategic approach. 

Whova’s emphasis on measurable ROI and audience intelligence aligns with the industry’s shift toward quality over quantity, substance over spectacle. Partner with us and you’ll have a competitive advantage long after tariff headlines fade.