ARCHIVED: Annual Meeting Site Selection Policy (Revised July 2004)

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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)

1. ROLES AND RESPONSIBILITIES:

The Board's Governance Role and Responsibilities Includes:

  • Approving the policy that governs Annual Meeting site selection, including roles and responsibilities, criteria, and time table for evaluating and approving sites. This policy will be reviewed periodically.
  • Setting the criteria that the Executive Staff will follow when investigating potential sites and when recommending a specific site for Executive Board approval.
  • Approving the site based upon a recommendation and justification presented by the Executive Staff.
  • Establishing the policy for how AALL will interact with Chapters and others when investigating potential sites.

The Executive Staff's Role and Responsibilities Includes:

  • Cities will be presented for review and tentative approval by board for inclusion in rfp process.
  • Staff will group cities by rank and brand of headquarter hotel for use in the rfp process.
  • Rfps will be distributed placing emphasis on multi-year contracts by hotel chain to encourage greater participation in the bid process by hotels.
  • Staff will summarize responses by criteria above including convention center rates, headquarter hotel rates and amenities and remaining hotel block rates, and recommend multi-year site selection to board for approval.
  • When a city appears to be a reasonable location for an Annual Meeting, inviting the Chapters in that region to indicate their level of local interest and support in hosting the meeting.
  • Meeting with a representative of each of those chapters at the time of the initial site visit.
  • Assuring that the proposed site meets all of the Association's requirements.
  • Providing a written recommendation for site selection that is fully consistent with the policy established by the Executive Board.

The Chapters' Roles and Responsibility:

  • When notified by headquarters staff that a city in their region appears to be a reasonable location for an Annual Meeting will promptly indicate their level of local interest and support in hosting the Meeting.

2. ANNUAL MEETING SITE SELECTION CRITERIA:

Goal: To select best possible site to host AALL Annual Meeting and Exhibits to maximize participation and net financial return to the association by signing multi-year hotel and or city/convention center contracts 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 around the country to allow for adequate support from local membership
  • rotation around country to attract members to the meeting
  • rotation around the country to take advantage of 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, current social or political issues in the city or state, past attendee and exhibitor survey site selection results, per diem costs, and tier rank

Basic Facility Criteria:

  • Convention Center with a minimum of 100,000 gross square feet of exhibit space, 35-40 meeting rooms and adequate utilities and catering services
  • Full service headquarter hotel with appropriate amenities with a minimum of 700 committable group rooms and 20-25 meeting rooms
  • 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 six years in advance of the meeting.
  • Executive Staff will inform the Executive Board of at least three sites under consideration at the Fall meeting at least six years in advance of the Annual Meeting.
  • Chapters will be notified of sites under consideration in their region and they will be invited to comment on the level of local interest and support when a city appears to be a reasonable location for an Annual Meeting. A representative of the chapter(s) will be invited to meet with the staff when an initial site visit is made.
  • Based on an Executive Staff recommendation the Executive Board will approve a site at their Spring Executive Board meeting 6 years in advance of the Annual Meeting.