Location Selection FAQs
The Academy works to arrange for hotels with a range of room prices that can accommodate anywhere from one to four individuals per room. As part of our negotiations, the Academy must guarantee the hotels that will fill a minimum number of sleeping rooms in order to receive support from the hotels to help offset the shuttle bus expense.
We do our best to make rooms available at a range of prices and within a reasonable distance from the convention center. By staying in the FNCE® hotel block, attendees are guaranteed a safe, convenient choice and the hotel helps support the shuttle bus service as part of the contractual agreement.
The Academy staff work to secure the dates and locations for FNCE® approximately 9-15 years in advance of the meeting. By working this far in advance, the Academy is able negotiate with the most flexibility in date availability, convention center reservations, hotel pricing, and overall sleeping room nights.
The dates for the Academy FNCE® annual meeting have become well-established within our industry. In order to avoid major conflicts with other professional meetings (e.g., American Diabetes Association, School Nutrition Association, International Food Technologies, and American Society for Parenteral and Enteral Nutrition to name a few), national holidays, and academic schedules, the Academy’s FNCE® meeting traditionally meets during the first three weeks of October.
The Academy works diligently to secure cities that offer the best return on investment to host the annual meeting. By signing a multi-year agreement, the Academy is able to secure significant discounts for cities that would otherwise be cost-prohibitive to host FNCE®.
- Academy staff responsible for negotiating and administering meeting venue contracts follow an approved multi-year business plan and national RFP bid process to secure all FNCE® meeting locations. In having the national bid open throughout the year for future FNCE® meetings, the Academy staff are able to keep in continuous communication with interested, viable cities and provide clarification to those national contacts to ensure accurate bids are received.
- In following this open bid process, the Academy is able to negotiate consistently throughout the year to help keep the overall FNCE® expenses stable and avoid increasing attendee rates on a regular basis.
- Academy staff responsible for negotiating and administering annual meeting contracts show preference to locations that strongly represent Academy membership within a 500-mile radius as attendance trends directly align with this membership parameter.
- We attempt to vary the regions in which we meet, keeping in mind the overall membership in each region. With over 65% of Academy members residing east of the Mississippi, we try to rotate between East Coast, Midwest/Central States, and Mountain/West Coast in an effort to have the best reach to our members who are located across the country.
- Since meetings held in the Mountain/West Coast regions have historically experienced lower attendance with higher overall cost, the FNCE® meeting rotation accounts for this by holding a higher percentage of meetings in the East Coast and Midwest/Central States.
- We require a major airline destination that can support over 10,000 attendees traveling from over 30 countries. Many FNCE® attendees travel from smaller cities served by regional airports, which means we must consider the expense and time of someone traveling to the meeting. Therefore, we look for locations that can support attendees to arrive with a maximum of one or two connections at an affordable price.
- FNCE® is considered a very large event in the annual meeting industry. With 9,000 – 13,000 attendees, only large convention centers and conference hotel systems in major cities have the facilities we need. We have outgrown the facilities in many cities where we met in past years.
- The Academy considers all viable options, regardless of city and state, as long as the minimum criteria are met to support the meetings and attendees.