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You Support AFS and Lower Meeting Costs when You Stay in the Conference Hotel

Friday, September 6, 2019   (0 Comments)
Posted by: Lorraine Cashman

Your stay in the conference hotel at the discounted AFS rate helps allay potentially significant fees to AFS and puts you in the center of the action.

Keeping costs low for attendees is always a priority in AFS meeting planning. There are two important ways that our contracts with conference venues do that:

  • The conference block allows us to lock in a guest room rate that is significantly lower than the prevailing rate for the conference hotel. Though the conference rate is sometimes still higher than other economy hotels in the area, the rates reflect the costs associated with the kind of venue that can house the entire meeting, including all the meeting space—not a surcharge on conference attendees.
  • The conference hotels that AFS books invariably waive their otherwise significant meeting room rental fees because the revenue they gain from the conference block guest rooms makes it worth their while.

But there is a risk: if at least 80% of the AFS guest room block isn’t filled, then AFS must pay the difference. Those resulting charges have the potential to run in to the tens of thousands of dollars, possibly exceeding the other chief cost of the meeting, audio visual support. 

Because registration rates are kept as low as possible, typically generating only enough revenue to cover regular meeting costs, unexpected costs could raise registration rates for future meetings. 

How can you help?

  • If your situation permits, enjoy the convenience and the virtue of supporting the Society by staying in the conference hotel.
  • Always use the hotel’s conference block reservation system shared on the AFS website, since your reservation outside that system may not count.

As always, we appreciate your support of the field and the Society.

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American Folklore SocietySister Society: SIEF
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