Each year, the responsibility of selecting the next available conference site is assigned to LRA’s Vice President, who oversees the entire selection process.

The conference site is typically chosen four years before the event, allowing ample time for planning and securing the best location.

LRA Headquarters collaborates with the Vice President to update and refine the RFP, ensuring it reflects the needs and goals of the upcoming conference.

The finalized RFP is then posted by LRA Headquarters, inviting hotel properties to submit their proposals for hosting the conference.

Hotel properties respond to the RFP, each presenting unique offerings and accommodations that might suit the conference’s requirements.

The Vice President and Headquarters staff carefully review each response, compiling a grid of promising hotel options to consider for site visits.

Properties must meet particular requirements in order to be considered including:

• Room rate

• Enough sleeping rooms to accommodate at least 2000 room nights

• Complementary internet throughout property

• Food and beverage minimum

• Meeting room space to accommodate at least 18 concurrent sessions

• General session space to hold 900+ people

• Access to host city airport

• Dates of conference available

After reviewing proposals, the Vice President selects three to five top properties to visit in person, ensuring these options align with the conference’s objectives.

During the summer, the Vice President, Vice President-Elect, and Headquarters staff visit the selected properties to evaluate facilities and services firsthand.

Once the preferred sites are identified, LRA Headquarters staff initiates negotiations with the chosen hotels, aiming for the best terms and conditions.

After successful negotiations, the final contract is secured with the selected property, officially designating the conference site.