Site Selection and Management

Some of the criteria for the selection of the conference site are:

• Local industry or university support
• Support and involvement of the local IEEE Organizational Unit
• Easy accessibility to the city, domestically and internationally
• Accessibility for differently-abled attendees or attendees with special needs
• Hotel facilities that can accommodate meeting room requirements and sleeping room needs. Large conferences must book a facility at least three years in advance.
• Nearby overflow hotels for additional meeting space and to provide alternative (generally less expensive) lodging for attendees.
• Appealing local attractions and climate are a deciding factor for some attendees, and their spouses and families
• Weather and season of location
• Concurrent events which may impact the conference
• Environmental performance of the meeting facility and/or hotel

Some of the criteria for the selection of the conference site are:

• Easy domestic and international accessibility to conference location
• Meets accessibility standards for handicapped/differently-abled attendees.
  • See Addressing the Needs of Your Attendees for more information.
• Meeting Room requirements & sleeping room needs
• Availability of overflow hotels
• Appeal of local attractions/climate
• Compatibility with events may be booked before, during or after

After the completion of the site selection process, contracts must be written for the space required. Below are some key factors when negotiating a contract.

• Room rates
• Complimentary rooms
• Upgrades
• Staff rooms
• Meeting Space
• Exhibit Space Rental
• Parking
• Cancellation Clause
• Amenities
• Cut/off Date
• Telephone Surcharge