Annual General Meetings FAQs

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Why is the AGM always held in October?

On occasion, the AGM is held in late-September; however, most conferences are held in October.  JASNA is able to secure a lower hotel rate for attendees since October is not peak vacation time.  In addition, the AGM is often held on the weekend of Canadian Thanksgiving to ensure an easier journey for Canadian attendees.

Can the AGM accommodate attendees who have various allergies and sensitivities?

Yes, provided that each attendee indicates allergies and sensitivities on the registration form or emails the AGM Team about them.  When given enough preparation time, the AGM Team can work with the hotel staff to provide for an attendee’s needs.  Waiting until arrival to notify the hotel of specific food restrictions can cause difficulty in meeting those needs.

How is the hotel rate set?

JASNA and the Professional Meeting Planner with whom the society works negotiate the best rate possible.  Hotel commitments need to be made five or six years in advance of the AGM.  Hotel room rates can be highly variable.  Hotels in some cities are much more expensive and in greater demand than other cities.  Every effort is made to balance a central location, amenities, good quality, sufficient rooms and meeting space with a fair price.

I’d like to attend the Annual General Meeting (AGM), though I’m not a JASNA member.  Is this possible?

JASNA literary conferences are designed for JASNA members.  However, you are welcome to become a member of JASNA by joining and then registering for the conference.

How is the registration fee set and what does it include?

The JASNA registration fee includes three meals (Continental breakfast and dinner on Saturday, brunch on Sunday), internationally recognized scholars as plenary speakers, special displays, meeting room costs, audio visual technology for all speakers, registration and program materials, both printed and online, and various other gifts and useful items which vary by conference.  The caliber of the conference is high due to the volunteer contributions of the many breakout speakers and the volunteer work of the local JASNA regional members.

Why do some AGMs have a higher attendance limit than others?

Some hotels have an attendance limit established for the banquet hall, set by local fire code laws.  JASNA adheres to those limits.

Now that I’m registered, which events can I attend?

You are entitled to attend all events that are a part of the basic AGM, which runs from 1:00 pm Friday through brunch on Sunday.  There are some additional ticketed items such as workshops, tours, or other events which are available.  If there is any question, you can email the AGM email address, established for the duration of the conference, to ask about a particular event.

What is a Companion?

A Companion is an attendee category and is any person who accompanies a JASNA member to the literary conference and pays the AGM companion registration fee.  That person—and only one Companion can accompany a JASNA member—may be a spouse, friend or family member.  The Companion typically attends the Saturday Continental breakfast, the Saturday evening banquet, and the Sunday brunch, but the Companion is not entitled to attend plenary, breakout and special interest sessions.  The Companion may attend special ticketed events, upon purchasing a ticket, depending on the event.

Why do some AGMs have a higher Companion limit than others?

Some conference hotels are simply larger than others, allowing for a greater number of Companions.

What does the Companion fee include?

The Companion fee covers the amount paid by JASNA for the food served at the Saturday Continental breakfast, the Saturday evening banquet, and the Sunday brunch.  No other AGM costs are added to the Companion fee.

Would JASNA consider holding a conference in my home town?

JASNA AGMs are held in cities where a JASNA region has volunteered to act as Host Region.  If your JASNA Region is interested in hosting a conference, please contact the Vice-President for Conferences at vpconf@jasna.org.

If you have other questions about the AGM and do not see them posted, please email JASNA’s Vice-president for Conferences at vpconf@jasna.org.