NACE’s core values inform the process for identifying sites for the NACE conference as well as other signature events. NACE seeks sites that are in line with those values and support sustainability, equity, and inclusion and considers dates, timing, size of property, pricing, health and safety, transportation, geographic location, and venue availability in site selection. NACE weighs overall value, convenience, and member experience to find the best option available.
NACE’s values:
- Community: Embracing a spirit of community, partnership, and common interest.
- Belonging: Honoring the fundamental value and dignity of all individuals by fostering and supporting diversity and inclusion to advance equity and allow everyone to be their authentic self.
- Integrity: Always striving to do the right things, even when those things are not the easiest or most obvious.
- Innovation: Fostering new knowledge and a commitment to continuous learning and adaptability.
- Impact: Nurturing ideas, inspiring excellence, and cultivating growth to effect positive change.
How Does NACE Select Sites for Its Annual Conference?
For many members, engaging in person with their professional community is a key benefit to attending the annual NACE Conference & Expo. Members rely on NACE to identify sites that will maximize their experience and are affordable, amenable, and convenient. NACE takes that responsibility seriously and puts the member experience at the forefront when selecting sites.
Importantly, NACE’s core values inform the process for identifying sites for the NACE conference as well as other signature events. NACE seeks sites that align with those values and support sustainability, equity, and inclusion. Other factors are then layered on that base. In particular, NACE considers:
Dates: The NACE Conference & Expo is usually held in early June. This timeframe has worked well for many members; however, as member needs change, NACE will consider other time frames.
Timing: Due to venue booking requirements and competition for sites, NACE typically books conference venues about four to five years in advance that best meet NACE’s criteria and member needs at that time.
Size of Property: NACE looks for a venue that provides adequate meeting space—typically a convention center–type facility—that is accessible to hotels. Most single-hotel locations are not large enough to accommodate our meeting space requirements.
Pricing: NACE considers pricing for the venue, including food and beverage costs, and pricing for hotel accommodations for attendees. The goal is to offer and ensure reasonable registration fees and rates for accommodations. The price per night for hotel rooms is negotiated to give attendees a preferred rate.
Health and Safety: NACE looks at overall safety, amenities, emergency preparedness, and access to health care services at the location.
Transportation: NACE considers how easy and cost effective it is for attendees to reach the destination city, their accommodations, and the conference venue. NACE also considers how many members are within driving distance of the site.
Geographic Location: NACE strives to move the conference each year to accommodate our national membership. Typically, the conference moves among the East Coast, middle of the country, and the West Coast in period intervals.
Venue Availability: This is also a big factor in determining where NACE will hold its conference.
NACE works with one of the world’s largest destination and event-management companies (DMC) to organize and execute the conference and to leverage their expertise and connections with potential venues.
Recognizing NACE’s unique criteria for sites related to our size, cost considerations, and other criteria listed, the DMC conducts a broad request-for-proposal (RFP) process on NACE’s behalf with approximately 10 to 15 cities. These are typically cities/locations that are well positioned for conferences and, consequently, are attractive to many organizations seeking a venue for their event. In fact, it’s not unusual for several of the potential sites to decline to even provide an RFP because they are already booked. NACE reviews the RFPs and, based on the criteria mentioned above, identifies the best option.
This is a delicate balancing act: NACE weighs overall value, convenience, and member experience to find the best option available.
NACE’s Commitment to Members and the Member Experience
With our conference—and all NACE events—NACE is committed to ensuring that members enjoy a premier experience, to selecting sites that align with the association’s core values, and to delivering a one-of-a-kind experience that fosters meaningful learning, networking, and community building.
Join your colleagues at these upcoming conferences!
June 3 – 5, 2024 • Phoenix, AZ
2025 • Dates and Location TBD
June 9 – 11, 2026 • Denver, CO
Scheduling Years in Advance
As noted, NACE books conference venues about four to five years in advance with our overall criteria (as outlined) in mind. NACE is contractually and financially obligated to move forward with the conference venues except in very specific circumstances that are detailed by contract.
Unfortunately, this means that things can change after the site has been booked and before the conference is actually held. In particular, state and local laws may change over that time and run counter to NACE’s and members’ values. On a go-forward basis and where and when possible, NACE will negotiate language in contracts that will provide us with greater ability to cancel when a locality institutes laws/regulations or when there are behaviors or incidents at the locality that run counter to NACE’s values and member expectations.