Financial Aspects of Running the AAG Annual Meeting

By Antoinette WinklerPrins, AAG Council Treasurer

This is the fourth of a short series of perspectives by 2024-2026 Council Treasurer Antoinette WinklerPrins–a series designed to help illuminate some of the financial challenges a professional organization such as the AAG faces. In this column, she offers perspectives on the financial aspects of running the AAG Annual Meeting. Read previous columns.

Most AAG members are aware that the AAG Annual Meeting is a key activity for the organization. In fact, for many members the annual meeting is the AAG. As a member organization, AAG provides many more services to its members all year, yet the annual meeting remains a pillar of support both for members and for the organization itself, enabling it to provide the other services throughout the year. In this Treasurer’s Corner I will share with you some perspectives on the financial aspects of the meeting.

Let’s look at three financial aspects of this most visible and vital event:

1. Registration fees: Imagine you were hosting a big party but didn’t know how many people would show up? What if 10,000 might show and you might need to have 60 rooms for a week to run constant presentations? Securing those spaces without knowing who will show up is one of the many challenges (and expenses) of putting on an AAG meeting.Registration fees are critical support for the meeting – our ability to predict and secure a certain number of registrations helps us to negotiate the contract with a hotel or convention center for meeting rooms and gathering spaces, and to anticipate and cover staff costs to organize and support all the development of the programming and organization of the sessions. These activities are year-round as well as seasonal, with some building to a peak of work in the months ahead of the meeting dates, and other activities (such as venue negotiations) taking place years in advance. The current registration page states that “AAG annual meetings operate on a break-even pricing model (i.e., fees cover the cost of participation and inflation).” Note that when the AAG set new registration fees in 2023, it did not do so across the board in a “one size fits all” way. Fees for students, developing regions, under/un-employed, retired, K-12, and minority serving institution (MSI) faculty rise only very modestly, while other categories such as member and family rise moderately. The AAG chose proportional cost sharing, rather than trying to pass on all costs to members across the board, to provide the best possible value for members at a financially sustainable cost. When considering registration fees in real dollar terms, the fees had hardly changed in nearly 10 years.
2. Hybrid costs: AAG is one of relatively few professional organizations that remains fully committed to a synchronous hybrid annual meeting. AAG Council has made this commitment to ensure this important professional event is accessible to those who cannot travel or who make a personal choice not to travel, but who want and need to participate in the meeting. This means providing quality and stable hybrid access not just in individual presentation sessions but also live streaming plenary and other important community building events. On a larger scale, the AAG has committed to lowering the carbon footprint of its annual meetings and is on track to reduce meeting-related emissions by 45% by 2030. But running a fully hybrid meeting incurs substantial labor and IT tech support. In a previous column, I provided details on the costs of running hybrid meetings. While these costs are a financial burden, the AAG believes that hybrid meetings are a must for its members, and this is why it is necessary to charge a fee for virtual attendees that covers at least half of the costs incurred in providing the online access. While AAG has lost money on the virtual portion of the last three meetings, it believes that hybrid meetings are a must for its members, and why it remains committed to offering the service at a low fee.
3. Lodging choices: In a previous column, I discussed why it is important to choose your lodging at the conference hotel. Not only is it convenient and maximizes your ability to network with colleagues, but it helps AAG meet contractual obligations (usually arranged years in advance) to guarantee a minimum spent on lodging as well as food and beverage at the hotel by attendees. The next three AAG Annual Meetings (San Francisco, New York, Chicago) are all hotel-based meetings (meaning that the meeting rooms are at the hotel), not convention center meetings as both Detroit and Honolulu were, so this is very important for the financial viability of the meeting.

In its choice of location, lodging, and other offerings, AAG works to provide the best possible options to its members. We know that you have many influences on your decisions on whether and when to register, and what lodging to select for the annual meeting. We hope you can join us at the annual meeting, and that you are able to select the lodging that works the best. Please feel free to reach out to me or Gary Langham, AAG’s Executive Director, with questions, comments, or concerns. Send your comments and questions with the subject line “Treasurer’s Corner” to [email protected].