AMTF Meeting Model Subgroup

Meeting Model Subgroup

As we begin our task (“Review rationale for current meeting model (i.e. conference events take place at one hotel) and consider alternative models that might meet SAA’s needs”), I’d like some basic definitions to help define that task:

·        

What is the rationale for the current meeting model? I’d find it easier to pick apart and test the assumptions on which the current model is based if I were clearer on what they are. What kind of data is there to back up the rationale for the current model?

·        

What is the current meeting model? Having conference events take place at one hotel is one aspect of it, but what other aspects are or should be on the table for our discussion?

·        

What are SAA’s needs (i.e., things that must stay the way they are) with respect to the meeting? Is a certain amount of revenue a need? A certain capacity? A certain time frame?

As for data that could be useful as we proceed, I think it would be useful to have some basic attendance data for comparison purposes, spanning back at least 5 years, maybe 10: how many people attended in each location, how many attended the first block of sessions and how many stayed to the last block of sessions. Also, do they have any kind of formal survey or feedback data from attendees? I don’t recall post-SAA surveys, but maybe there were some? 

I’d also be interested in identifying comparator organizations – professional groups of roughly the same size and finances who hold annual meetings – to see how they run their meetings. Is everyone just doing things this same way? I think I recall from speaking with her that Nancy Beaumont is in some sort of national organization for executive directors of organizations, so maybe she’d know or be able to direct us toward groups that would be useful to look at. 

Lynn asked if we have experienced another type of meeting model. Personally, the only other type of conference I’ve been to is an “unconference,” which was very different. There was significant networking by the participants in advance, a significant portion of the activities took place online, it took place on a University campus in one day, and, of course, none of the sessions were pre-determined.  The Wikipedia entry on unconferences lists several different ways they can be carried out; the one I attended was in the Barcamp model. Clearly the Barcamp model won’t work for all of SAA, but maybe there are things we can glean from it or other versions of the unconference.

I’m really looking forward to hearing what experiences others may have had with different conference models.

1. Has SAA ever looked at having the conference in multiple hotels in combination of being in a smaller city? 

                Follow up to that - has SAA contacted ALA to discuss this issue?

Since I know ALA has had their conference in multiple locations.

2. Is there any matrix data such as comparing the cost associated with a conference in a big city, in one hotel, but at a higher rate for rooms, food, etc. VS multiple locations and lower costs for rooms, food, etc.

3. Is there anything in the SAA guidelines that stipulates where the meeting is held? (ie: 1 location/big city/etc)