Greetings GSA members!

As you all know, the process of hosting a meeting is a major undertaking involving the leadership of host city members, hundreds of additional member volunteers, and many hours of staff time.

Over the past decade, we have seen additional developments affect issues of safety and security for organizations convening meetings in the U.S. In 2016, California banned state-funded travel to states like North Carolina because of local legislation designed to prevent transgender people from using restrooms that aligned with their gender identity. Since 2020, disparate approaches to COVID-19 precautions have forced GSA Council to consider moving meetings out of states that did not allow mask requirements for in-person attendees. And in June 2022, the U.S. Supreme Court’s “Dobbs decision” to overturn Roe versus Wade has allowed some states to restrict abortion-related care that may further endanger conference participants.

To help GSA navigate this growing list of challenges, we created an ad-hoc committee to develop the principles by which GSA should select locations for future annual meetings, as well as for Section, Penrose, and Thompson meetings. Ad-hoc committee guidance should include consideration of international meetings as well as those held within the U.S.

Below is the draft report from the ad-hoc committee. We welcome comments from our membership. Input received between now and 31 Jan. 2023 will be provided to Council for consideration before their vote on the report at their February meeting.

Mark Little, GSA President

Carol Frost, GSA Councilor and Chair, Ad-Hoc Meetings Locations Committee

Draft Statement from the Ad Hoc Committee on Future GSA Meetings Policy

Approved by the committee on 27 Oct. 2022

The ad hoc committee recommends that the following principles guide selection of locations for future GSA Connects meetings:

  • Attendees will be safe, secure, and treated with dignity at the location;
  • The location will be affordable in terms of costs of travel, lodging, meals, and registration;
  • The location will align with GSA’s values as expressed in its strategic plan and position statements;
  • The location is accessible by flights and local transportation, and lodging and restaurants are within easy reach of the convention center; and
  • The rotation of meeting locations is chosen to maximize the opportunity for members to attend a meeting in their region every 3–4 years. Member input on potential locations will be taken into account.

The ad hoc committee recognizes the high value of sharing science and networking at international meetings. Many of the same principles apply:

  • Attendees will be safe, secure, and treated with dignity at the location;
  • The location will be affordable in terms of costs of travel, lodging, meals, and registration;
  • The location aligns with GSA’s values as expressed in its strategic plan and position statements; and
  • For international GSA Connects meetings, the location should complement other locations in the 3–4-year rotation to maximize the opportunity for members to attend a meeting in their region every 3–4 years. Member input on potential locations will be taken into account.

In addition:

  • GSA must be able to secure liability insurance for the meeting location;
  • And, for international meeting or conference events other than the GSA Connects meeting, GSA may secure partnerships with local societies or contract with local third-party meeting organizers to provide local logistical support.

For geographic Section meetings, Penrose Conferences, and Thompson Field Forums, and other smaller meetings, the following principles are most important:

  • Volunteer convenors are essential to the success of these meetings, therefore locations proposed by the convenors are prioritized;
  • Locations that offer interesting field-trip opportunities are prioritized;
  • Attendees will be safe, secure, and treated with dignity at the location;
  • Affordability is particularly important for Section Meetings to enable strong student attendance; and
  • Section Meeting locations should vary year to year to maximize the opportunity for members, especially student members, to attend one nearby.

We recognize that choosing a meeting location involves balancing priorities expressed by the principles listed above. We also recognize that after locations are chosen, events may occur that affect the desirability of a location and/or increase risk for some or all attendees. We applaud GSA for revising their force majeure clause in Section 29 to allow GSA to terminate its contract if the location could have a materially adverse effect or reflection on GSA. In addition, we recommend:

  • Talking to relevant officials and professionals, including local leaders, to understand the events and impacts for GSA meeting attendees;
  • Communicating the situation clearly to GSA members so they can make informed decisions about whether to attend the meeting;
  • Providing on-site support to GSA attendees and emergency assistance as needed; and
  • GSA should also consider the use of virtual meeting tools when this option might augment the meeting location.

In all meeting locations, GSA is encouraged to take advantage of opportunities to provide local community outreach to engage the community on topics that make use of GSA’s geoscience and workforce expertise.