Earlier this month, we hosted a We’re Listening session to discuss the results of the Future Meetings Survey. The conversation was thoughtful and productive, and it gave us valuable context beyond the survey data alone.

Participants agreed on several key factors that most influence meeting attendance: cost per night, walking distance to the venue, and access to public transportation. The ideal hotel rate was identified as $150–$200 per night, with a strong preference for balancing an appealing destination with overall affordability. Encouragingly, respondents also felt that the ACA Annual Meeting offers strong value and that current registration fees are comfortable for most attendees.

We also discussed how ACA uses its negotiating leverage and how meeting funds are allocated—approximately 25% toward audiovisual services and 60% toward food and beverage. Attendees agreed that prioritizing lower hotel room rates should remain a key strategy.

A significant portion of the discussion focused on supporting students and early career scientists. While registration fees were generally viewed as acceptable, lower-cost lodging and more included food were identified as factors that could make attendance more feasible. Some participants suggested that modest increases to regular registration rates could help offset student costs, and many agreed that additional food offerings would enhance the sense of community at the meeting.

One major takeaway was the need for clearer communication around why locations and room rates are chosen. Better transparency would help attendees better understand the costs and decisions behind each meeting.

Looking ahead, planning for 2027 is underway, with the goal of finalizing the location by the end of February and negotiating future years to maximize leverage. The Meetings Committee is preparing a report for the newly constituted Site Selection Committee, which includes representatives from each standing committee, YSIG, and myself as chair. The committee will draw on past surveys, the current survey results, and feedback from this listening session as it begins its work in early January.

If you have additional thoughts or ideas you’d like to share, please don’t hesitate to email me directly. We truly value your input and appreciate your continued engagement.

Thank you to everyone who shared their time and insights. Your feedback plays a critical role in shaping the future of ACA meetings.