Medical Meetings Canceled Under New Trump Policies

The National Institutes of Health (NIH), the U.S.'s largest research agency, has canceled dozens of meetings under new guidance from the Trump administration regarding public communications from NIH staff.

One of the canceled meetings is the Presidential Advisory Council on Combating Antibiotic-Resistant Bacteria. The meeting was to be held January 28-29 at The Ritz-Carlton, Pentagon City in Arlington, Virginia. 

Another is the AFCEA Health IT Summit, which was to be held at the Washington Hilton from January 27 to 29. “AFCEA Bethesda has postponed Health IT Summit 2025 due to the majority of speakers withdrawing their participation in the event,” says a message on the group’s website. “Federal health agencies have been instructed to pause all external communications, so in the best interest of our sponsors and attendees, we have decided to postpone next week’s event until a later date in 2025.” 

The NIH did not respond to Skift's request for comment. A scientist at the NIH who asked that their name not be used said meetings had been canceled through February 1 and pointed Skift to an email sent by Dorothy Fink, acting secretary of the Department of Health & Human Services (HHS). The email puts an immediate pause on issuing documents and public communications.

The policy is affecting meetings beyond February 1: The inaugural HHS Industry Summit, scheduled for February 10-11 at the NIH’s Natcher Conference Center in Bethesda, Maryland, has also been canceled, according to the U.S. Department of Health and Human Services, the agency that oversees NIH. The NIH events calendar for February and beyond has been removed from the NIH website. 

Spending on Medical Meetings

The healthcare industry spent $8 billion on medical meetings in 2023, according to the Centers for Medicare & Medicaid Services (CMS). The U.S. is forecasted to host over 1.5 million medical meetings this year, supported by 1,800 pharmaceutical companies and 3,600 medical device companies, according to Pat Schaumann, president of Schaumann Consulting Group and director of MPI’s Healthcare Meeting Compliance Certificate (HMCC) program.

Government employees often play crucial roles in these meetings, either as speakers or attendees. 

“There is so much uncertainty,” said Schaumann. “I recommend that medical meeting planners stay cautious, use common sense, and stay knowledgeable and alert about what is happening.”

Jacqueline Beaulieu, senior director, marketing, advocacy and client strategy, Poretta & Orr  | Exhibits & Events urged planners to prepare for all scenarios. “Those affected need to have plans A through Z in place,” said Beaulieu. “Prepare for the short term as well as the long.”

Who Pays for Canceled Meetings?

Cancellations due to governmental orders may invoke force majeure clauses, which means the meeting planner is not liable for the fees associated with the gathering. 

But what if the government merely restricts staff from attending? That’s a gray area, said attorney Joshua Grimes of Grimes Law Offices, LLC. 

There are many third-party meetings like medical associations, which are not run by NIH, but depend on NIH personnel to speak or attend. 

“If this impacts your meetings, it's less clear if force majeure would apply. Planners should check the terms of their contracts but also talk to the hotel and venue partners about the situation. The travel ban is publicly known. Maybe the meeting can still go on with a reduced room block, waived attrition, reduced food and beverage, and whatever else is appropriate,” said Grimes.