What Meeting Planners Need to Know About the New FDA COVID-19 Vaccine Guidelines

As fall and winter approach, meeting planners face an important update regarding COVID-19 vaccination policies. The Food and Drug Administration (FDA) has revised its authorization of updated COVID-19 vaccines for 2025 and 2026. These changes could have implications for corporate events, conferences, and large-scale gatherings.

Key Updates From the FDA

• Eligibility limited to higher-risk groups

  • People 65 and older

  • Adults and children with certain underlying health conditions (including asthma, diabetes, high blood pressure, obesity, chronic lung or kidney disease, depression, weakened immune systems, and sedentary lifestyle factors)

• Healthy adults under 65 and healthy children may still receive the vaccine, but only after consulting a healthcare provider.

• Pregnant individuals remain a complex case: the FDA lists pregnancy as a risk factor, but the CDC no longer routinely recommends vaccination for all healthy pregnant women.

Why This Matters for Meetings and Events

These changes may affect vaccination access, insurance coverage, and on-site health protocols:

• Access barriers: Healthy adults under 65 may find it more difficult to secure vaccination before an event, particularly if they do not have a regular healthcare provider.

• Insurance considerations: While some insurers have said they’ll continue covering the vaccines, coverage is no longer guaranteed across the board. Out-of-pocket costs may exceed $200 per dose.

• Conflicting guidance: Professional associations like the Infectious Diseases Society of America and the American Academy of Pediatrics continue to recommend vaccination for broader groups, including children and pregnant people, despite the new FDA limits.

• Workforce concerns: Even healthy employees may want access to vaccination to reduce the risk of missing work, developing long COVID, or exposing vulnerable family members.

What Meeting Planners Should Do Now

1. Communicate early with attendees

   • Provide clear, neutral updates on eligibility changes so participants know what to expect.

   • Remind high-risk individuals to consult their healthcare providers well ahead of travel.

2. Review event health policies

   • Reassess whether proof of vaccination will still be required or recommended.

   • Consider reinforcing other protective measures such as rapid testing, improved ventilation, or on-site medical support.

3. Coordinate with venues and vendors

   • Ask venues if they plan to stock updated COVID vaccines (many pharmacies and health systems are still waiting on CDC guidance before administering them).

   • Ensure that liability and compliance policies align with both FDA guidance and local regulations.

4. Plan for contingencies

   • Build flexibility into contracts and budgets in case of illness-related cancellations or increased absenteeism.

   • Factor in on-site clinical support to help identify and respond to potential COVID cases quickly.