6.05 Conference Committee

The Conference Committee met twice in September. Because a quorum was not present at the first meeting, the Committee reconvened on September 9, at which time it formally approved entering into contract negotiations with the Williamsburg Lodge.

Initial negotiations revealed concerns with two key contract provisions: room attrition requirements and the lack of guaranteed food and beverage pricing. Both could significantly affect our ability to accurately budget the conference and establish registration rates.

Because due diligence and responsible budgeting is a critical part of planning, the President and Chief Staff Officer remained in contact with the Williamsburg Lodge seeking acceptable revisions throughout the month. At the same time, it was determined that the Committee’s second-choice venue should be asked to submit a detailed proposal to ensure AIBD had a viable alternative and could accurately compare costs and contractual obligations. The second-choice venue responded with the concessions typically requested by AIBD.

While the Committee Chair was prepared to bring the second-choice proposal back for consideration, a revised contract was received from the Williamsburg Lodge late on October 6. The revision addressed the major concerns, including customary room attrition terms based on room nights and guaranteed food pricing.

As of This Submission: The Committee will meet prior to the October 7 Board meeting to review the proposals and confirm its recommendation. Either contract can move forward shortly after Board approval.

Finalizing the venue will allow the Committee to immediately begin corporate sponsorship efforts, coordinate with the Education Committee on speakers and programming, and develop a detailed 2027 conference budget. This keeps the planning process on schedule while ensuring that contractual and financial commitments are carefully evaluated before execution.