Things to Know About SAA's Annual Meeting

How is the location chosen? 

SAA’s Executive Director, Nancy Beaumont, in her January/February 2010 Archival Outlook column, “Location, Location, Location” (http://www2.archivists.org/archival-outlook/back-issues) gives lots of details about this topic.  “The ‘official’ characteristics of a host city (per a 1991 Council resolution) are: ‘1) at least one major hotel with sufficient meeting space and sleeping rooms to accommodate member expectations for an annual meeting, preferably in a downtown location; 2) a variety of cultural, educational, and recreational opportunities for archivists; and 3) a sufficient number of SAA members to serve on the Host Committee.’ Further, ‘Geography is a principal factor in choosing potential cities. With a national membership, it is important for SAA to move systematically around the country, from region to region.’”

She adds, “The Council determined some time ago that SAA should meet in Washington, D.C. (historically the largest draw), every four years, and in 2008 decided that Chicago should host our annual meeting every other even-numbered year… that leaves us with selection of two sites per four-year rotation to meet the requirement of ‘mov(ing) systematically around the country.’ [Thus] close-by cities in the east and Midwest wouldn’t provide sufficient regional rotation.”  Previous Councils have also requested that we avoid gaming destinations as government employees may not be able to get funding to attend.  

 What about the time of year?

“August… [is]a time when hotels are scrambling for group business and are willing to negotiate favorable rates.”  We can always change the time of year we meet – but we may not be able to negotiate room rates even as low as we have. 

How do we choose the hotel?

When we can negotiate multi-year contracts at the same hotel (say, twice in a decade) or with the same hotel chain, we can get better room rates.   These contracts are signed about four years [?] before our meeting is actually held.  Nancy lists the following factors we need in any conference hotel:  “at least 600 sleeping rooms, proximity to other hotels for overflow sleeping rooms, 60,000 square feet of space to accommodate 8-10concurrent education sessions, a ballroom of at least 18,000 square feet to accommodate one or more general sessions, and additional space for an exhibit hall.”

She adds that the following are always major selection criteria, as well:  “affordable sleeping room rates, preferably with free Internet access; relatively easy and affordable access by air or car; inexpensive food options; access to cultural venues; and weather.” 

Why don’t we always have free wifi in the meeting areas?

This varies with each hotel.  Older hotels, have asked for as much as $250,000 to provide this service for us (that’s over a third of our FY ’11 annual meeting revenues!) Conversely, our hotel in Austin (20XX) was brand new and wired.  We have future contracts we must honor, but realize that this is a priority going forward. 

Is it possible to change the way the week is structured?

Of course!  There is nothing written in stone about when meetings, workshops, and sessions are held.  The Annual Meeting Task Force will be looking at all kinds of models – and asking for your input – about how this should work.

Is SAA pursuing virtual meeting options?

Yes!  In addition to webinars and online publications, at least one section has conducted a virtual section meeting (finding outside sponsorship to underwrite the costs) and Nancy Beaumont has been researching vendor options for some time.  Videotaped plenaries and a few sessions, posted on SAA’s website haven’t generated many hits.

What part due revenues from the meeting play in SAA’s overall budget?

The annual meeting contributes over 40% of SAA’s revenues (compared to dues, for example, at 24%.)  If we ever chose to experiment with options that cost more than they generate, we’d have to find different revenue sources for SAA. 

Have opinions on these topics?  Come to the Task Force forum at noon on Thursday, comment on our blog, post on SAA’s Facebook page, talk to Council – let us know!