From Vision to Venue: How LRA Picks Conference Sites
Responsibility for Site Selection
Each year, the responsibility of selecting the next available conference site is assigned to LRA’s Vice President, who oversees the entire selection process.
Planning Ahead: Selecting Sites Years in Advance
The conference site is typically chosen four years before the event, allowing ample time for planning and securing the best location.
Preparing the Request for Proposals (RFP)
LRA Headquarters collaborates with the Vice President to update and refine the RFP, ensuring it reflects the needs and goals of the upcoming conference.
Posting the RFP for Hotel Bids
The finalized RFP is then posted by LRA Headquarters, inviting hotel properties to submit their proposals for hosting the conference.
Receiving and Reviewing Hotel Proposals
Hotel properties respond to the RFP, each presenting unique offerings and accommodations that might suit the conference’s requirements.
Evaluating Responses and Creating a Site Grid
The Vice President and Headquarters staff carefully review each response, compiling a grid of promising hotel options to consider for site visits.
Selecting Finalists for Site Visits
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.
Conducting On-Site Visits
During the summer, the Vice President, Vice President-Elect, and Headquarters staff visit the selected properties to evaluate facilities and services firsthand.
Negotiating with Top Property Choices
Once the preferred sites are identified, LRA Headquarters staff initiates negotiations with the chosen hotels, aiming for the best terms and conditions.
Finalizing the Conference Site Agreement
After successful negotiations, the final contract is secured with the selected property, officially designating the conference site.
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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