ACL requires accommodation in both dormitories
hotels. The total number of beds, at the present time, should be
400 and 600 on every conference night, peaking in the middle.
Accommodation should not exceed US $100/night per
room, if possible.
If the conference is held in a hotel, the meeting
rooms are often provided at a discounted (or free) rate if enough
are filled. Specifying the details of this arrangement is tricky;
sometimes have unexpected ways of interpreting the contract. The
Secretariat (Priscilla Rasmussen) has considerable experience in this
Some things to beware of:
The cost of conference food, refreshments, etc.
The cost of AV equipment, which usually has to
from the hotel
The cost of additional services such as
access, parking, etc.
The cost of hotel rooms when not booked as part
conference (room rates vary, and may drop below the conference
rate, to the disgust of attendees). This requires an agreement in the
that attendees will get the lowest room rate offered, or that if
do not book via the conference rate, but still stay in the hotel, their
rooms are also counted toward the room-night total, etc. Such
should be posted on the conference website.
- Do not
sign a hotel contract with in which there is
no cap on our liability. The cap should be what we would have paid if
just rented the space and nobody stayed at the hotel.
sure that the Local Arrangements Chair and
the ACL Secretary get a copy of the final hotel contract after
- If the
conference is held on campus, then care should
be taken that both the dorms and the hotel(s) and close enough for
(weather permitting), or else transport should be arranged.
Author: Eduard Hovy, 2000, from notes
by Rick Wojcik and others.