EMEA Conference: Board Liaison Site Selection

The site selection for the EMEA Conference is co-managed by the Board Liaison, Executive Director, and Event Assistant with the venue and dates ultimately being approved by the Board of Directors. 

  1. The Board Liaiiaon, ED, and European Advisory Group select initial countries and cities based on the following criteria. The criteria is revised each year based on feedback provided by conference attendees.
    • Areas where we have not had a conference in recent years (noting that it may not be feasible to visit every country or city because of the other criteria, but rotating is ideal when feasible). 
    • Cities that are large enough to hold us all in one hotel.
    • Areas where we have a strong concentration of active members (either in the immediate area, or within a short train ride away) to assist with conference planning efforts.
    • Cities with multiple options for conference sites that are within 60 minutes of a major international airport (closer if possible). 
    • Cities that are walkable with close proximity to amenities. 
    • Recommendations from the Event Assistant utilizing the above criteria
  2. The ED or Board Liaison sends the short list of cities to the board for additional feedback and considerations. 
  3. The ED works with the Event Assistant to revise the Request for Proposals based on the previous year's data. 
  4. The Event Assistant sends the RFP to all hotels in the selected cities that meet our criteria. Criteria used for the RFP includes:
    • Minimum number of sleeping rooms available on each night of the conference,.The number of rooms used is determined based on the previous year's numbers, with an accommodation for future growth.
    • Requested concessions (i.e. items provided if we reach a minimum target for room nights), which include complimentary room upgrades for conference leadership, discount rate for staff rooms, discount rate for shipments/parking, etc.
    • Minimum space requirements - an outline of the full conference schedule and minimum capacities for each room from start to finish, including committee office space, exhibit hall space, meeting rooms, etc. Capacity used for these requirements is based on the previous year's numbers, with an accommodation for future growth.
    • The preferred daily delegate rate, based on the overall budget from previous years. 
    • An audit clause which allows us to receive credit for rooms booked outside of our room block.
    • Additional requirements, such as a generous cut-off date for attendee reservations, and a lowest rate guarantee (which ensures that attendees cannot find a lower rate through another web site). 
    • A history of our previous patterns for dates and room nights. 
    • Requested conference dates. The conference typically takes place in April. Dates are determined based on when the Asian Conference is held (it must be at least three weeks away), and when Easter takes place that year (the week of Easter is avoided).
  5. Proposals are received from the venues and vetted by the Event Assistant, the ED and the Board Liaison. Properties that do not meet our minimum requirements (i.e. requested dates, room rate, etc.) are removed from the list. 
  6. The ED reaches out to members in the local areas to gather feedback on the venues, including safety and walkability of the area. 
  7. The board reviews the information received and assists with narrowing down the properties to visit, preferably focusing on one city to make the site visits quick and easy.
  8. The Board Liaison and Event Assistant (or others in the European region, depending on feasibility, cost, and availability) visit the selected venues to tour the facilities and meet the staff. The hotel visit checklist is obtained from the ED and completed after the visit. The ED, Event Assistant and Board Liaison debrief from the visits and determine which locations to present to the board for a final vote. 
  9. The Board Liaison and ED present the board with a list of all options available, including the following information:
    • Hotel name and web site
    • Room rate
    • Feedback from local members
    • Proximity to airport(s)
    • The layout, showing the location of the ballroom and the exhibit hall 
    • Pros/cons of each location
    • Other important details 
  10. Locations are evaluated by the board based on the following criteria:
Site Selection Criteria
Conference site within 60 minutes of airport (closer if possible)
Hotel site is located in a safe area
Keep room rates at 200 Euro or less (to be evaluated annually)
Availability of selected hotel on preferred dates
Hotel site is in a ‘walkable’ area with access to restaurants, etc., or close to public transportation with access to amenities
Hotel sleeping room capacity and conference facility layout. Ideally, the ballroom and exhibit hall will be located on the same floor and in close proximity to each other. The exhibit area should provide equal exposure for all exhibitors. 
Nearby major airport serving many int’l carriers
Presence of member schools/ employers in the vicinity to help with conference planning
  1. The board votes on the venue and dates for the conference. 
  2. The contract is then negotiated by the Event Assistant, using the contract criteria checklist provided by the ED. The ED reviews and signs the contract. 
  3. The venue and dates are announced at the following year's European and Global Conferences, as well as by email.