Annual Meeting Site Selection Policy

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(Approved November 1996, Board Meeting Minutes: Tab 19)
(Revised July 1999, Board Meeting: Tab 31)
(Revised July 2004, Board Meeting: Tab 5)
(Revised July 2012, Board Meeting: Tab 1)

1. ROLES AND RESPONSIBILITIES:

The Executive Board's Governance Role and Responsibilities Include: 

  • Approving the policy that governs the Annual Meeting site selection, including roles and responsibilities, criteria, and time table for evaluating and approving sites. This policy will be reviewed periodically.
  • Approving the site based upon a recommendation and justification presented by the Executive Staff.

The Executive Staff's Role and Responsibilities Include:

  • Staff will create and distribute RFPs for cities based on the Annual Meeting site selection criteria (below)
  • RFPs will be distributed based on rotation of regions (East/Central/West) and by survey responses from members regarding cities most favored.
  • Staff will summarize responses by criteria including availability of dates, convention center rates, headquarter hotel rates, amenities and other hotel block rates.
  • Provide a written summary and recommendation for site selection based on three cities in consideration.
  • Contact chapters in the region of the three cities recommended to solicit their interest and level of support in hosting the Meeting.
  • Initiate contracts based on city selection of the Executive Board.
The Chapters' Roles and Responsibility:
  • When notified by headquarters staff that a city in their region is being considered for the Annual Meeting, they will promptly indicate their level of local interest and support in hosting the Meeting.

2. ANNUAL MEETING SITE SELECTION CRITERIA:

Goal: To select the best possible site to host the AALL Annual Meeting in an effort to maximize participation and financial return to the Association. The Association may consider a multi-year commitment to a city and/or major brand hotel property if contracts are offered to benefit the Association by rate, amenity package or other incentives.

Needs: The site selection process must balance the following needs of the Association, its members and exhibitors:

  • quality educational experience
  • cost effective food and lodging
  • cost effective exhibit and meeting space
  • adequate supply of meeting rooms, exhibit space, hotel rooms
  • diversity in type and cost of entertainment, restaurant and cultural activities
  • variety and adequate supply of transportation options to city
  • rotation throughout the regions to allow for support from a large local member presence to increase overall meeting registration
  • additional factors include past performance in the city if AALL has met there before, indications of attractiveness of city as an attendance draw, past attendee and exhibitor survey site selection results, per diem costs, tier rank and city safety.

Basic Facility Criteria:

  • Convention Center or facility with approximately 100,000 gross square feet of exhibit space and adequate meeting room space to accommodate the Association’s requirements for educational program s, meetings and special events. Utilities, internet, security and catering services to meet the needs of the Annual Meeting.
  • Full service headquarter hotel with appropriate amenities and preferably a minimum of 500 committable group-blocked rooms and variety of meeting/function rooms to meet the needs for catered meals, receptions and meetings.
  • 2,000-3,000 committable hotel rooms within walking distance of the convention center with a range of rates to meet price sensitivity of members and exhibitors
  • Availability at all facilities over preferred dates in July

3. TIMETABLE:

  • Potential sites will be investigated at a time that will allow the Executive Board to select a site four years in advance of the meeting.
  • Executive Staff will inform the Executive Board of at least three sites under consideration at the fall Executive Board meeting at least four years in advance of the Annual Meeting.
  • Chapters will be notified of sites under consideration in their region and will be invited to comment on the level of local interest and support to host an Annual Meeting.
  • Based on an Executive Staff recommendation the Executive Board will approve a site at their spring Executive Board meeting four years in advance of the Annual Meeting.