Task Force on the Future of the Annual Meeting

I.  Purpose

The Task Force will develop recommendations to ensure the long-term sustainability of the Annual Meeting with the goal of changes to be implemented in time for the 2031 meeting. The work of the Task Force will be inclusive of a diverse range of perspectives by engaging widely with membership. Its work will center on fiscal responsibility to ensure the ongoing sustainability of both the meeting and the organization. Its work and final recommendations will be data-driven, allowing Council to make a fully-informed decision about the future of the Annual Meeting. The Task Force reports to Council and is expected to coordinate with SAA component groups and SAA staff to gather data and other relevant information.

II.  Selection, Size, and Length of Term

This Task Force will consist of:

• Co-Chairs (2)
• Members (6)

The Task Force will consist of 8 members, including two Council members, at least one of whom will be in their second year on Council. The second-year Council member will serve as co-chair. Members will be selected by the President-Elect and include representatives from the following component groups: Membership Committee, Finance Committee, Diversity Committee, and Accessibility and Disability Section. Additional members will include a past Program Committee chair and an SAA staff liaison member to be designated by the CEO. Representation should include members at various stages in their career: early, mid, and late (or retired).

The length of the term extends from July 2026 through December 2028 with two discrete deliverables, the first to be submitted to Council by December 2027 and the second to be submitted to Council by December 2028.

III.  Reporting Procedures

The Task Force reports to the Council. It submits progress reports to the SAA Executive Committee on a monthly basis and quarterly to the Council (to be submitted by chair and council liaison). Task Force.

IV.  Duties and Responsibilities

Co-chairs will be responsible for scheduling meetings, assigning tasks, tracking progress, and reporting. Members of this Task Force will attend scheduled meetings regularly, and complete all tasks as assigned. To fulfill its purpose as described above, the Task Force is charged with the following:

First 18 months

•  Understand the current Annual Meeting Model and the costs associated with the conference.
• Research similar conferences held by other affiliated and/or organizations of similar size (e.g., RBMS, ARLIS, ACRL) to understand how they are addressing these issues.
• Analyze other potential models to compare the benefits and drawbacks of each, based on factors including cost, location, size, and format. Example models to consider include, but are not limited to, virtual-only meetings; in-person-only meetings; alternating years of in-person-only and virtual-only; regional gatherings in lieu of one national gathering; one-day registration options; alternative conference venues; or a cap on registration.
• Providing opportunities for member engagement to better understand what members most value regarding the Annual Meeting. Examples include: holding an in-person forum at the 2027 Annual Meeting; a community bulletin board at the 2027 Annual Meeting to solicit feedback from both in-person and virtual attendees; a targeted online survey of past registrants; and solicitation of feedback from key component groups.
• A final report summarizing the primary recommendations for the future of the Annual Meeting will be submitted to Council by December 2027 for discussion at the February 2028 Council meeting.

Final 12 months

• Researching and developing an ethics policy regarding conference sponsorships.
• Presentation of a draft ethics policy regarding conference sponsorships to Council no later than December 2028.

V.  Meetings

The Task Force will convene at the 2026 Annual Meeting in New Orleans. The co-chairs will convene monthly meetings thereafter, which will be held virtually. More frequent meetings may be required to meet the expected reporting deadline.

Approved by the SAA Council in June 2026.