SITE AND SELECTION

General Information

When Thinking of Hosting a Section Meeting

NOTE: We strongly recommend that the information in this section be considered as far in advance as possible—a minimum of two years from the dates you are proposing is almost essential. The GSA Planner will need this information before requesting a proposal from meeting venues and hotel sites.

• Determine two sets of meeting dates: one as your first choice, the second for flexibility.
• Determine your expected attendance, based on history.
• Determine the number of sleeping rooms required:
		Types of rooms: single, double, triple, quad, suites (check history from previous meetings)
		Arrival and departure patterns: early arrivals (for field trips), peak days (for meeting days), late departures (for field trips)
• Meet with your Section Secretary and the chairs of your last two section meetings. Review and critique the types of facilities that have been used in the past. Discuss:
		the type of meeting you would like to host;
		the type of facility which best suits your needs—university, hotel, convention center, resort, etc.;
		your priorities: convenience, cost, etc.
• Determine ALL of your space requirements such as:
		the numbers and sizes of rooms needed for technical sessions, meal functions, and all other non-technical meetings (special event, management board meetings, etc.)
		square footage needed for registration area
		square footage needed for poster sessions
		square footage needed for exhibits and exhibit storage
		other areas needed: offices: annual meeting office, accounting office, press room, speaker ready room, hospitality room, field trip desk, information desk.
		Accessibility/transportation into city and getting around in the city (taxis, public transportation, etc.)