Attendee Frequently Asked Questions

What are the Global Factors Impacting Event Location Selection for AAPP Annual Meetings?

For many members, engaging in person with their colleagues is a key benefit to attending the AAPP Annual Meeting. In surveys, members have asked AAPP to identify event locations that will maximize their experience and are affordable, amenable, and convenient. AAPP takes that responsibility seriously and puts the member experience at the forefront when selecting event locations.

AAPP’s core values inform the process for identifying event locations for the Annual Meeting. AAPP seeks event locations that align with those values and support sustainability, equity, and inclusion. Meeting venues are booked about three to four years in advance and despite our best efforts, political and social landscapes can change significantly from the time of booking to the time of the event.

What are the Specific Factors that Impact Event Location Selection for AAPP Annual Meetings?

With member input, many other factors are weighed during the event location selection process:

• Dates: The AAPP Annual Meeting is typically held in April. This timeframe has worked well for many members; however, this is a popular time of the year for conferences and venues do not always have our preferred meeting dates available thereby limiting city options.
• Timing: Due to venue booking requirements and competition for event locations, AAPP typically books conference venues about three to four years in advance that best meet AAPP’s criteria and member needs at that time.
• Size of Property: AAPP looks for a venue that provides adequate meeting space and room to grow. Many hotel locations are not large enough or do not have enough inventory to accommodate our meeting space requirements, while other hotel locations and most convention centers are too large and too costly for a group of our size.
• Pricing: AAPP considers pricing for the venue, including food and beverage costs, and pricing for travel to the host city and for hotel accommodations for attendees. The goal is to offer and ensure reasonable registration fees and rates for accommodations, flights, and ground transportation. The price per night for hotel rooms is negotiated to give attendees a preferred rate.
• Health and Safety: AAPP looks at overall safety, amenities, emergency preparedness, and access to health care services at the location. Additionally, AAPP prefers to be the primary group at the selected property. This helps to ensure a more comfortable experience without non-AAPP guests in event spaces, easier navigation of event facilities, and better assistance from hotel staff when needed.
• Transportation: AAPP considers how easy and cost-effective it is for attendees to reach the destination city, their accommodations, and the venue. AAPP also considers whether there is a major airport in the city and the travel time from the airport to the venue.
• Geographic Location: AAPP strives to move the conference each year to accommodate our national membership and those traveling to different time zones. Members typically express interest in warmer destinations so Southern locations are often prioritized over Northern locations, where colder temperatures and snow may impact travel. Within each geographic location, city selection is determined based on proximity to shopping, dining, and entertainment. Based on member feedback, venue priorities include ready access to restaurants/bars, exercise facilities, and adequate parking.
• Venue Availability: AAPP works with a destination sourcing and event selection company to leverage its expertise and connections with potential venues. Recognizing AAPP’s unique criteria for event locations related to our size, cost considerations, and other criteria listed, the company conducts a broad request-for-proposal (RFP) process on AAPP’s behalf with approximately 10 to 15 cities. These are typically cities/locations that are well-positioned for conferences and, consequently, are attractive to many organizations seeking a venue for their event. It is not unusual for several of the potential cities to decline to even provide an RFP because they are already booked or our lodging rate requests or considerable space requirements don’t fit their business model. AAPP reviews the RFPs and, based on the criteria mentioned above, identifies the best option after conducting event site visits at multiple locations. This is a delicate balancing act as AAPP weighs overall value, convenience, and member experience to find the best option available.

Why Does AAPP Select Event Locations Years in Advance?

As noted, AAPP books Annual Meeting venues about three to four years in advance with our overall criteria (as outlined) in mind. Venue selection becomes extremely limited if waiting any closer to the event date to book because many organizations seek venues for events and the process is competitive.

What is AAPP’s Commitment Regarding Controversial Event Locations?

AAPP is aware that some of our upcoming event locations/states for Annual Meetings have instituted laws that may run counter to AAPP’s core values. When we go to these locations, which unfortunately number in the dozens, our commitment is to find ways to give back to the community and to do what we can to demonstrate AAPP’s core values while we are there.  As such, AAPP will seek out opportunities to support local organizations that make a difference in people’s lives. Our goal is to provide a way to channel the internal conflict felt by some attendees about the event location into meaningful action.

Why Doesn’t AAPP Cancel or Move the Annual Meeting When in a Controversial Event Location?

AAPP is contractually and financially obligated to move forward with Annual Meeting venues. Unfortunately, things can change after the event location has been booked and before the Annual Meeting is actually held. In particular, state and local laws may change over time and run counter to AAPP’s and members’ values.

Canceling or moving an event can also have large financial impacts on a destination, oftentimes hurting the people who need help the most. Removing a meeting can mean that many front-line working individuals, who only work when there is an event business in town, lose the opportunity to be paid for something that is primarily out of their control. Boycotting a destination that has already been booked only serves to create further division and is not considered effective in making social change. Furthermore, AAPP has members living in all 50 states, and we do not want to withdraw previously committed support from any of our members.