Understanding Associations and Their Conference Decision-Making Processes

A critical question for organizations and businesses involved in destination marketing and the provision of services for conferences and meetings is how associations decide where to hold their conferences and meetings. An understanding of these decision-making processes could provide valuable insights into how a destination can best promote themselves to this sector. The aims of the study presented in this paper were to identify the decision processes of association conference planners and to explore the attributes that they consider important when organizing a conference. The study used in-depth interviews with association conference organizers who had either planned an event in a regional Australian center during 2003 or who were currently in the process of planning for a future event to be held in that destination. The interviews revealed that while similar attributes were important to all planners, their importance differed between different types of associations. Major findings from the study included the importance of the bid process and the use of committees for the planning and organizing of tasks. Budget constraints were also a major component of the decision-process, as a majority of the associations studied were non-profit organizations. The venue was the most important attribute regarding the decision of host destination. The study concludes with an expanded model for convention planner decision processes based on Crouch and Ritchie's 1998 model.