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NAAL Proceedings 2022
the force majeure clause, we did not incur any charges for canceling the 2021 meeting. So, we were able to do as the circumstances dictated and move that location to the end of the current contract, i.e., 2024. And then came the decision regarding the 2022 meeting. With respect to holding a meeting in 2022, there were three choices—Zoom, hybrid, in-person. As we considered all the possibilities, the cost became the major determining factor for the modality that we would employ for that meeting. Meeting on Zoom meant that we would be charged the full amount for the hotel room block plus food as required in our contract. This cost would have drained our reserves at approximately $100,000+. For a Hybrid meeting, we would have incurred approximately $90,000 for the electronic communications required to provide connectivity for all the seminars, since we would be required to use the hotel’s resources. In addition, we felt many would have chosen not to be in person so we would have incurred the penalty for not fulfilling our required room block. What remained was an in-person format, and that was decided to be the format. However, because of the restrictions put in place by Canada, the location named on the contract, we knew it was almost certain that many if not most of the members would not attend if the meeting was held in Toronto as scheduled. This does not mean that Canada is considered second-class as was questioned. The plan was and is to switch sites and hold the 2022 meeting in Kansas City and the 2023 meeting in Toronto. Thanks to Courtney’s work, we were able to make the switch. We chose an in-person meeting, with the understanding that we could still incur an extensive charge—even as much as $50,000 if we did not have sufficient registration. But the signs seemed to point in the direction of the virus being somewhat controlled so that risk seemed moderate, plus Courtney was still at work with Conference Direct, trying to modify the contract to the benefit of the organization. As you know, the COVID threat did not abate, but Courtney skillfully negotiated a concession that was not only feasible but a real Godsend. We were able to pay forward the penalty incurred because of the low registration and room block in 2022 to the 2025 meeting by committing to return to this hotel. That means, although we have incurred the expense this year, the amount attributable to actual expenses would be paid forward as a down payment towards the cost of the 2025 meeting at this hotel. You should know that she is still at work trying to improve the terms on that deal. In addition, Courtney has begun to negotiate with Conference Direct, the third-party group through which we work with respect to the hotel contracted for our annual meeting, to reduce our required room block. She is also recommending that the academy reduce the number of contract years from five to three. Further, the academy must consider going forward, the reality of hybrid meetings and the cost to members, regardless of the mode through which they participate in the annual meeting.
