Inside AGM Planning

Throughout the year, the Annual General Meeting (AGM) Program Committee receives comments and questions from members regarding conference planning. Here are some frequently asked questions, offering a behind-the-scenes look at how AGM planning decisions are made.

What is the AGM Program Committee and what is its role?
The AGM is organized by a committee of activist members from each region, the National Resolutions Committee Chairperson, program advisors from volunteer leadership, local activists, and staff. This year the Committee will also include a Ralph J. Bunche Fellow working to build organizational diversity through the annual conference. The committee's work is supported by the Board Chair (the committee's Board Liaison) and input from National Campus Advisory Committee. Members are responsible for selecting and developing AGM programming, channeling views and ideas from regional members, working to promote the AGM, coordinating volunteers, and providing on-site support. The AGM Program Committee is committed to working closely with membership, and they encourage you to contact them at aiusa-agm@aiusa.org or through the AGM Program Office.

What are you doing to make the AGM less expensive for participants?
Keeping attendee costs down has always been one of our primary concerns. Over the past several years, AGM conference registration fees have been kept low to make the conference affordable for members. By comparison, many conferences for national associations and member based not-for-profits have registration fees from $100 and above for similar weekend-long events. AGM registration fees from participants offset only 10% of the basic costs of the conference (i.e., printed materials, computer stations and equipment rentals, receptions and coffee breaks--all free to registered guests).

Last year the committee helped to increase travel subsidies to the conference, available through regional offices. Because the AGM Program Committee recognizes that travel alone can be a considerable expense for conference attendees, it makes a special effort to find safe and affordable alternative housing. The committee also work with students at local universities to find free guest housing. Contact AGM Assistant Rohini Verma (rverma@aiusa.org) for these special alternative housing options.

Why aren't AGM's held at campuses rather than at hotels (to keep costs down)?
Over the past several years, the AGM has grown to 700-800 participants. Finding a suitable venue both large enough to accommodate groups our size and within budget are the main challenges. Our strategy is to look for situations that best meet the combined requirements of size, accessibility, diversity, and economy that also take into account the need to provide adequate physical, cultural, and organizational interaction with the host city.

Campus venues and municipal auditoriums are regularly considered among our options. We've found that these venues often cannot provide the right combination of sufficient housing; meeting space (close to each other in proximity and equipped for meetings of various sizes and technical requirements); access to public web, fax, and meeting services; and value necessary for an AGM. University facilities charge for meeting space while hotels usually offer meeting space at no cost for conferences that occupy a sufficient percentage of their guest rooms.

Another challenge is finding enough guest rooms on campus to accommodate a large conference of 700-800 people. The shifting of the AGM to April following the 1995 Board review of regional conference/AGM structures has pre-empted the use of most campuses that are still in session with dormitories occupied by students and faculty.

Ground transportation costs often run higher when the campus or hotel is not on airport shuttle routes or if they lie outside the city and public transportation routes. With regard to catering, both hotels and campuses do not permit food to be brought from outside the facility, requiring us to use their services. Another obstacle encountered on some campuses is the issue of accessibility to people with disabilities (a problem at the 1993 AGM campus site in Denton, Texas). All hotels selected for AGM's are equipped in compliance to disability access standards. Finally, many colleges and university campuses have entered the competitive conference planning market and are now recognizing hosting conferences as opportunities for fund-raising.

In short, campus sites have not been ruled out, but are subject to the same rigorous guidelines that any potential venue for the AGM requires. The AGM Program Committee negotiates with several types of vendors to secure sites that are best suited for holding efficient conferences, affordable for members, in prime locations (accessible to transportation, downtown attractions, and lower-priced accommodations) and good value for the organization. We look for meeting venues with the best overall rates and make a priority to find affordable lodging for all AGM participants.

How do you choose the geographic location of the conference?
The location of each AGM is chosen 2-3 years in advance, moving back and forth geographically across the United States. This allows us to bring human rights awareness to different parts of the country, recruit new members, support old and new community groups, address regional human rights issues, and vary the cost for travel for AGM attendees. We look for sites with reasonable rates, sufficient accommodations for both the conference events and attendees, and interesting local culture and opportunities for activism. While the AGM is primarily an annual opportunity for membership to gather for strategic planning and inspiration, it also allows for capacity building in the area where the conference is held. After extensive site visits are conducted, the options are reviewed the AGM Program Committee. Once the Committee makes a decision, their choice is approved by the AIUSA Board of Directors and the locations are publicized.

How is AGM Program Committee diverse?
The AGM Program Committee is composed of activists from diverse communities and fields within AI committed to developing a meaningful and effective meeting for our activists. Our diversity is represented in terms of age, gender, ethnicity, financial status, geographic location, and Amnesty roles. Committee members have participated in a wide range of AI leadership positions. Positions include: Area, Student Area, Local and Campus group coordinators, trainers for the Campaign to Stop Torture and Mandate Review, Ralph Bunch Fellow, the Board of Directors, Co-Group Members, and member of the Strategic Planning Committee member.

This year the AGM program will have a Bunche Fellow collaborating as a Diversity and Outreach Organizer. The goal is to use the AGM as a high-profile opportunity to demonstrate the organization's commitment to multiculturalism both internal and external, by recognizing member or group achievements in this area, and through an outreach strategy to involve and build relationships with diverse communities and groups in the AGM city. A full day training on building organizational diversity is scheduled on the first day of the conference.

How do you choose the focus of the conference?
The AGM Program Committee selects a conference focus during its planning before the start of each planning cycle. The committee consults members and staff to develop key human rights issues that are of current concern to the international AI movement and the national priorities of AIUSA. Ideally, the conference focus should be relevant to Amnesty members and programs while addressing concerns that are compelling to partner communities outside AI. The focus selected by the committee is reviewed by the AIUSA Board of Directors before further development. Contact the AGM Program Committee if you have a focus you would like to see addressed at future AGM conferences.

How are panels and speakers chosen?
Each year the AGM Program Committee requests members and staff to submit ideas for AGM panels and speakers via the Monthly Mailing and on AIUSA email bursts. This year, AGM programming questionnaires were also available at regional conferences. Suggestions are compiled and the committee evaluates each suggestion based on its timeliness, relevancy to the conference focus or current AI priorities, benefit to continued activism, and resources necessary for production. The committee then ranks panels and speakers and makes recommendations that are reviewed and approved by the Board.

How are subsidies decided?
The AGM Program Committee and Board emphasize the need to make subsidies available to participants that are most in need of financial support. Our goal is to make the conference affordable for as many people as possible. All members are eligible, and those who have not attended AGM's in the past are encouraged to apply. Download a subsidy application form. (pdf format)