The Treasurer serves as Chair of the Meeting Site Selection Committee.

The primary charge of this committee is to make recommendations to the Executive Committee on suitable meeting sites for future Eastern Branch Annual Meetings. These recommendations are usually made and acted upon three years in advance of the meeting. Potential sites are normally presented and discussed at the planning meeting.

The Executive Committee directs the Site Selection Committee to pursue several likely possibilities. Site inspections are arranged during the spring and summer months. The Site Selection Committee then makes a recommendation at the Annual Meeting for one of these site. A final decision is made at this time. Final details are handled by the Treasurer.

The ESA Executive Director will assist with contract signing as requested by the Treasurer. Every five years the National Society meets within the Eastern Branch. This Committee makes a recommendation to the ESA Executive Director on possible meeting sites within the Eastern Branch at least 6 years prior to the national meeting date. Final decision will normally be made by the ESA Governing Board the following year.

Committee members assist the Executive Director with site inspections prior to Governing Board action.

Meeting Site Requirements:

Size of Hotel

200-250 guest rooms (50 sngls, 150-200 dbls, 10 suites). 9 break-out rooms (3@ 50, 3@ 75-100, 3@ 100-150). 3 smaller rooms for Branch office, Employment, and Local Arrangements. One large room with capacity of 500 for Plenary Session and Banquet. Area for registration needed.

Preferred Area

Rotate from large city hotel to resort hotel to small city hotel; college campus if possible. Also consider joint meeting with Canadians.

Food functions held

Banquet or luncheon for 300-400 persons, breakfast business meeting (usually Danish and coffee) for 100 persons.

Meeting time

Late February to early March, Wednesday to Friday or Monday to Wednesday.

Guest Room booking

Arrival day - 100 rooms,

Day 1 - 150-200 rooms,

Day 2 - 150-200 rooms,

Day 3 - Departure.