Site Selection Report

How SASFAA Chooses a Meeting Venue

Conference attendees are always asking – how do you choose a conference location? Many considerations are taken into account. A few are listed below.

Suitability

 Does the venue fit the associations image?

 Does it give the correct impression?

 Will it appeal to the association members?

Location

 Is the venue easily accessible to those attending?

 Does the location have close proximity to restaurants for dining on out on your own?

 Is the meeting location a safe area.

Availability

 Is the venue available on the dates required?

 Are any extras amenities being offered to secure the contract?

Size

 Is the seating capacity suitable?

 Are the meeting rooms large enough to provide a comfortable experience for those attending?

 Are the meeting rooms well laid out?

 Does the venue allow attendees to move around without bottlenecks and delays?

Facilities

 Can the venue meet the AV requirements?

 Does the venue offer a business center?

 Can specific dietary requirements for members be met?

 Does the venue have enough parking spaces?

 Are the rooms well ventilated and temperature controlled?

 Will disabled members needs be met?

Cost

 Does the venue fall within the budget for this meeting?

 Is the room rate reasonable?

 Are the AV and internet costs reasonable?

 Are the food and beverage costs reasonable?

 Are there hidden costs?

 When is payment required?

 What is the cancellation policy?

A lot of factors are looked at! SASFAA wants to get the most out of the meeting venue.

Submitted by Tracy Misner, Site Selection Committee Chair